BY-LAWS OF THE YELLOWKNIFE GYMNASTICS CLUB
BY-LAW ONE: Membership
- Any person in Yellowknife who wishes to participate in the programs of the Yellowknife Gymnastics Club may apply for membership to the association.
- Anyone over the age of 16 years who participates in the sport of gymnastics or any other programs offered by the Club, holds technical background conducive the Club's programs, who has children enrolled in the programs of the Club or who is otherwise involved in the organization and programming of the Club is eligible for Full Membership in the Club.
- Anyone under the age of 16 years who participates in the sport of gymnastics or any other programs offered by the Club in any capacity is eligible for an Athletic Membership in the Club.
- Any person under the age of 16 years who wishes to become an Athletic Member of the Club must be sponsored by a parent or guardian over the age of 16 years who is a Full Member of the Club.
- Any person nominated by the Board of Directors may, upon a majority vote of the Board, be granted a Lifetime Honorary Membership in the Club.
- Memberships other than Honorary Memberships shall be renewable on an annual basis and will be confirmed upon payment of the annual membership fee.
- Annual membership fees shall be set at the Annual General Meeting or a Special General Meeting each year and shall include insurance and fund raising.
BY-LAW TWO: Representation and Voting Rights:
- Every member of the Club is entitled to attend all general meetings of the Club and all meetings of the Board of Directors;
- Each Full Member and Honorary Member shall be entitled to one (1) vote at general meetings.
- Athletic Members shall not be entitled to vote.
- Any Full Member and any Honorary Member of the Club is eligible to hold a position on the Board of Directors.
- Each member of the Board of Directors shall be entitled to one (1) vote at all General and Board of Directors Meetings.
- Any member whose conduct is considered detrimental to the Club may be expelled by resolution passed by a majority of the Board of Directors of the Club.
- A member of the Club may at any time, by letter addressed to the Secretary or by non-payment of annual fees, withdraw as a member of the Club.
BY-LAW THREE: Meetings
- The Annual General Meeting of the Club shall be held on or before June 30th in each year. Notice of the date, time and place of the Annual General Meeting shall be given to Full Members in a manner to be determined by the Board of Directors, provided that such notice shall be given no less than one full week prior to the date of the meeting.
- At every Annual General Meeting of the Club, the vacant positions on the Board of Directors shall be filled by means of a general election.
- The Board of Directors may appoint a Nominating Committee from among the Members of the Club to present a slate of nominees for vacant positions. Nominations shall also be received from the floor at the Annual General Meeting.
- A Special General Meeting may be called at any time by the President or in his/her absence, the Vice-President. Notice of the date, time and place of any Special Meeting shall be given to Full Members in a manner to be determined by the Board of Directors, provided that such notice shall be given no less than one full week prior to the date of the meeting.
- All meetings shall be conducted under "Bourinot's Rules of Order" (Canadian).
- A quorum consists of at least fifteen (15) voting members which includes signed proxy votes.
- Voting on Club elections shall be by secret ballot and a simple majority of those Full and Honorary Members who are in good standing present at the meeting shall decide the election. Voting on all other matters may be by a show of hands.
- In the interval between Annual General Meetings, any action that might lawfully be taken at a Special General Meeting may be so taken by vote conducted by e-mail, fax or telephone. In such circumstances, the vote shall be taken by the Secretary and the ballots of each member casting a vote must be preserved in the Secretary's files for a period of at least one (1) year.
- The President, as chairperson, shall only vote in order to break a tie.
- At Annual General Meetings, the Treasurer and Secretary shall make available all books and records. The Secretary shall keep and prepare all the minutes of proceedings from General Meetings of the Club and executive meetings, and all other written records of the Club.
- Any fifteen (15) members may call a meeting by presenting a signed request to the President, who shall call a special meeting within fifteen (15) days after receipt of such request.
- A majority of Board of Directors will constitute a quorum at any Board of Directors meeting, however conducted.
BY-LAW FOUR: Board of Directors
- The Board of Directors shall consist of the
a) the Officers, being the President, Vice-President, Secretary, and Treasurer,
b) the Past President;
c) up to eight (8) Members at Large; and
b) the Chairperson of such committees as are deemed necessary; such as judging, coaching, technical, fundraising, scholarship, etc.
The Board of Directors may exercise all powers of the Club between general meetings of the members, subject to any other By-Laws which my be enacted from time to time.
- Officers are elected for two year terms. Elections shall take place at the Annual General Meeting.
The following positions shall be elected in odd years:
Secretary The following positions shall be elected in even years:
- The position of Past-President will be held by the person who held the position of President immediately prior to the election of the current President at any point in time.
- Members at Large are elected for one year terms.
- Proxy nominations may be brought to the elections.
- The President's duties are:
a) To preside at all general meetings of the members of the Club and at all meetings of the Board;
b) To oversee and direct the business and affairs in accordance with the constitution of the Club, by delegation of duties to the Board and employees;
c) To maintain a communication link with all members and the Board of Directors on a reasonable and regular basis;
d) To maintain signing authority on Club funds;
e) To cast tie breaking votes.
f) To consult all members of the Board on all major decisions.
g) To be responsible to oversee the promotion and development of the Club
h) To prepare an annual President's report for the Annual General Meeting of the Club.
- The Vice-President's duties are:
a) To perform the duties of the President, where necessary, in his/her absence.
b) To liase with the Northwest Territories Gymnastics Association and, where appropriate, with other clubs and organizations which support the Club's programs;
c) To ensure the Club is represented at all meetings such as Northwest Territories Gymnastics Association and at Sport North meetings;
d) To act as liaison between the Committee Chairs and the Officers;
e) To be responsible for personnel matters within the Club;
f) To maintain signing authority on Club funds;
g) To perform all other duties as assigned by the President.
- The Secretary's duties are:
a) To issue notices of all Club meetings, take minutes of such meetings and ensure that such minutes are preserved for future reference;
b) To conduct all official correspondence as requested by the Board;
c) To contact membership regarding agenda items, reports, and correspondence and inform said membership where to forward agenda items prior to meetings.
d) To perform other duties as assigned by the President.
- The Treasurer's duties are:
a) To keep a full, accurate and up to date account of receipts and disbursements of the Club.
b) To deposit all monies and other valuable assets (term deposits), in the name of and credit to the Club.
c) To maintain signing authority on Club funds.
d) To prepare and present a fiscal year end financial statement for the Annual General Meeting.
e) To oversee all valuable funds (ie. Ensure all term deposits are rolled over, etc.)
f) To provide a financial statement for the executive meetings upon request from the President.
g) To ensure all annual membership and fundraising fees are paid and all Members are registered with the NWT Gymnastics Association on an annual basis.
h) To perform all other duties as assigned by the President.
- The Chairman of all committees shall be too look after the duties assigned to them and to submit a report to the Annual General Meeting each year.
- The Board of Directors shall have the following additional powers:
a) To add positions to the Board as defined by the members at the Annual General Meeting.
b) From time to time to make a change of Rules and Regulations consistent with these By-Laws for the management of the Club's affairs/business and the discipline of its members.
c) To delegate any of the powers of the Board of Directors to any standing or special committee, or to coaching staff in terms set out by the Board of Directors;
d) To impose and enforce penalties on members for any violations of the By-Laws, Rules or Regulations of the Club.
e) To affiliate with other groups or associations with similar interests.
f) To receive donations and benefits for the purpose of furthering the objectives of the Club.
g) If an officer resigns during their term of office, the President will appoint someone to fill the position for the duration of the term with the approval of the Board of Directors.
- The offices of Secretary and Treasurer may be combined into one office to be known as Secretary-Treasurer, if required, for a term of one year. This combined position will carry only one (1) vote.
- Any member of the Board of Directors may be expelled by a two-thirds (2/3) majority vote of the Board of Directors for proven dishonesty, or for gross misconduct, or for failing or refusing to carry out his/her duties as an officer as set forth in these By-Laws.
BY-LAW FIVE: Fiscal Year
- Fiscal year end shall be April 30th in each year.
BY-LAW SIX: Borrowing Powers
- For the purpose of carrying out its objectives the Board of Directors may, by majority vote, borrow funds for the current operations of the Cub, but the total of such funds shall not, at any time, exceed one-half of the Club's revenues in the preceding fiscal year.
- The Board of Directors may, with the approval of a majority of the members present at a special meeting or the Annual General Meeting, borrow funds for capital expenditures.
BY-LAW SEVEN: Bank Account and Signing of Cheques
- One or more bank accounts shall be kept in the name of the Club at a chartered bank or a credit union in Yellowknife to be selected by the Board of Directors.
- All cheques, drafts, promissory notes and valuable documents shall be made, drawn, accepted, endorsed or signed by any two signing authorities consisting of the President, Vice President and Treasurer.
- The Treasurer shall ensure an annual financial statement is prepared prior to the Annual General Meeting and is reviewed and signed by two Officers of the Club.
BY-LAW EIGHT: The Seal of the Yellowknife Gymnastics Club
- The seal of the Club shall consist of the word "Seal" in a circle formed by the words "Yellowknife Gymnastics Club".
- The seal shall be kept in the custody of the Secretary and in contractual matters, shall not be affixed to any instrument or document except by authority of the Officers.
- The President shall have the authority to affix the Seal of the Club on any instrument or document on behalf of the Club, in the presence of at least one other Officer.
BY-LAW NINE: Fund Raising
- Fund raising fees will be set at the Annual General Meeting or a Special General Meeting.
BY-LAW TEN: Conditions of Competitions
- No athlete shall be eligible to compete in any event which is sponsored and/or organized by the Club unless she/he registered as a member of the Club.
BY-LAW ELEVEN: Amendments
- Any proposed amendment to the Constitution or By-Laws of the Club must be submitted in writing to the Officers of the Club. The Amendments will be presented to the next general meeting (annual or special) falling 10 days or more after the date of submission.
- Any amendment, to be accepted, must pass by a vote of three-quarters (3/4) of those voting members present at the annual or genera meeting at which it is presented.
BY-LAW TWELVE: Dissolution
- Upon dissolution or winding-up of the Club, assets, after payment of liabilities, shall be distributed to one or more registered societies designated by the Club.