Victoria Bowmen Bylaws 2021

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THIS IS THE CONSTITUTION OF THE VICTORIA BOWMEN ASSOCIATION

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Certification of Incorporation No. S-17370

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1. NAME:

The name of the society is THE VICTORIA BOWMEN ASSOCIATION; hereinafter referred to as the Society.

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2. PURPOSE:

The purpose of the society is to promote all phases of archery and without limiting forgoing to organise tournaments and encourage participation at all levels.

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3. DISSOLUTION:

Upon winding up or dissolution of the Society, the assets which remain after payment of all costs, charges and expenses which are properly incurred in winding up shall be distributed to a like society(ies) with a similar purpose. This provision shall be unalterable.

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Bylaws of The Victoria Bowmen Association (the “Society”)

Part 1 – Definitions and Interpretation

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Definitions

1.1 In these Bylaws:

  • “Act” means the Societies Act of British Columbia as amended from time to time;
  • “Board” means the directors of the Society;
  • “Bylaws” means these Bylaws as altered from time to time.

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Definitions in Act apply

1.2 The definitions in the Act apply to these Bylaws.

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Conflict with Act or regulations

1.3 If there is a conflict between these Bylaws and the Act or the regulations under the Act, the Act or the regulations, as the case may be, prevail.

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1.4 Financial and Membership Year

  • The financial year terminates August 31st.
  • The membership years terminates December 31st.

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Part 2 – Members

Application for membership

2.1 A person may apply to the Board for membership in the Society, and the person becomes a member on the Board’s acceptance of the application.

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Duties of members

2.2 Members will be considered to be in good standing shall be those persons who have satisfied the following requirements:

  • Every member must uphold the constitution of the Society and must comply with these Bylaws and shooting rules;
  • Every member must have paid their dues for membership with the exception of honorary or life members
  • Have not died, resigned or been expelled from membership

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MEMBERSHIP CLASSIFICATION:

2.3 The following classes for membership shall be permitted, all members in good standing shall have the rights to hold office and shall also have full shooting privileges, with the exception of those stated in the following classes:

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  1. HONORARY MEMBERSHIP:

    Honorary membership may be conferred for a period of time of one year upon and individual or individuals as may seem desirable to the Board of Directors for outstanding and meritorious service to the sport of archery. These members shall be entitled to all the rights and privileges of a member in good standing and shall be exempt from normal dues;

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  2. HONORARY LIFE MEMBERSHIP:

    Honorary Life membership may be conferred at an Annual General Meeting. A simple majority vote will prevail upon an individual or individuals for outstanding and meritorious service to the sport of archery in British Columbia in particular to the Victoria Bowmen. These members shall be entitled to all the rights and privileges of a member in good standing and shall be exempt from normal dues;

  3. SENIOR MEMBERSHIP:

    Senior membership shall be granted to any applicant who is eighteen (18) years of age or more on the first day of the calendar year and has paid the dues therefore;

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  4. FAMILY MEMBERSHIP:

    Family membership shall be granted upon application and payment of the dues therefore of spouses eligible for membership as senior members and all children of the spouses under the age of eighteen (18) on the first day of the calendar year;

  5. JUNIOR MEMBERSHIP:

    Junior membership shall be granted to any applicant who is under the age of eighteen (18) on the first day of the calendar year and has paid the dues therefor. Juniors reaching the age of fifteen (15) have the right to vote and are eligible to hold office as Junior Director;

  6. ASSOCIATE MEMBERSHIP:

    Associate membership shall be granted to any applicant on payment of associate dues. These members shall have all the privileges of a member in good standing except the right to club shooting and voting privileges.

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Amount of membership dues

2.4 The amount of the annual membership dues, if any, must be determined by the Board.

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Member not in good standing

2.5 A member is not in good standing if the member fails to pay the member’s annual membership dues, if any, and the member is not in good standing for so long as those dues remain unpaid.

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Member not in good standing may not vote

2.5 A voting member who is not in good standing

  1. may not vote at a general meeting, and
  2. is deemed not to be a voting member for the purpose of consenting to a resolution of the voting members.

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Termination of membership if member not in good standing

2.6 A person’s membership in the Society is terminated if the person is not in good standing for 6 consecutive months.

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Part 3 – General Meetings of Members

Time and place of general meeting

3.1 A general meeting must be held in the month of September at the time and place the Board determines.

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Ordinary business at general meeting

3.2 At a general meeting, the following business is ordinary business:

  1. adoption of rules of order;
  2. consideration of any financial statements of the Society presented to the meeting;
  3. consideration of the reports, if any, of the directors or auditor;
  4. election or appointment of directors;
  5. appointment of an auditor, if any;
  6. business arising out of a report of the directors not requiring the passing of a special resolution.

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Notice of special business

3.3 A notice of a general meeting must state the nature of any business, other than ordinary business, to be transacted at the meeting in sufficient detail to permit a member receiving the notice to form a reasoned judgment concerning that business.

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Chair of general meeting

3.4 The following individual is entitled to preside as the chair of a general meeting:

  1. the individual, if any, appointed by the Board to preside as the chair;
  2. if the Board has not appointed an individual to preside as the chair or the individual appointed by the Board is unable to preside as the chair,
    1. the president,
    2. the vice-president, if the president is unable to preside as the chair, or
    3. one of the other directors present at the meeting, if both the president and vice-president are unable to preside as the chair.

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Alternate chair of general meeting

3.5 If there is no individual entitled under these Bylaws who is able to preside as the chair of a general meeting within 15 minutes from the time set for holding the meeting, the voting members who are present must elect an individual present at the meeting to preside as the chair.

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Quorum required

3.6 Business, other than the election of the chair of the meeting and the adjournment or termination of the meeting, must not be transacted at a general meeting unless a quorum of voting members is present.

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Quorum for general meetings

3.7 The quorum for the transaction of business at a general meeting is 3 voting members or 10% of the voting members, whichever is greater.

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Lack of quorum at commencement of meeting

3.8 If, within 30 minutes from the time set for holding a general meeting, a quorum of voting members is not present,

  1. in the case of a meeting convened on the requisition of members, the meeting is terminated, and
  2. in any other case, the meeting stands adjourned to the same day in the next week, at the same time and place, and if, at the continuation of the adjourned meeting, a quorum is not present within 30 minutes from the time set for holding the continuation of the adjourned meeting, the voting members who are present constitute a quorum for that meeting.

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If quorum ceases to be present

3.9 If, at any time during a general meeting, there ceases to be a quorum of voting members present, business then in progress must be suspended until there is a quorum present or until the meeting is adjourned or terminated.

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Adjournments by chair

3.10 The chair of a general meeting may, or, if so directed by the voting members at the meeting, must, adjourn the meeting from time to time and from place to place, but no business may be transacted at the continuation of the adjourned meeting other than business left unfinished at the adjourned meeting.

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Notice of continuation of adjourned general meeting

3.11 It is not necessary to give notice of a continuation of an adjourned general meeting or of the business to be transacted at a continuation of an adjourned general meeting except that, when a general meeting is adjourned for 30 days or more, notice of the continuation of the adjourned meeting must be given.

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Order of business at general meeting

3.12 The order of business at a general meeting is as follows:

  1. elect an individual to chair the meeting, if necessary;
  2. determine that there is a quorum;
  3. approve the agenda;
  4. approve the minutes from the last general meeting;
  5. deal with unfinished business from the last general meeting;
  6. if the meeting is an annual general meeting,
    1. receive the directors’ report on the financial statements of the Society for the previous financial year, and the auditor’s report, if any, on those statements,
    2. receive any other reports of directors’ activities and decisions since the previous annual general meeting,
    3. elect or appoint directors, and
    4. appoint an auditor, if any;
  7. deal with new business, including any matters about which notice has been given to the members in the notice of meeting;
  8. terminate the meeting.

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Methods of voting

3.13 At a general meeting, voting must be by a show of hands, an oral vote or another method that adequately discloses the intention of the voting members, except that if, before or after such a vote, 2 or more voting members request a secret ballot or a secret ballot is directed by the chair of the meeting, voting must be by a secret ballot.

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Announcement of result

3.14 The chair of a general meeting must announce the outcome of each vote and that outcome must be recorded in the minutes of the meeting.

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Proxy voting not permitted

3.15 Voting by proxy is not permitted.

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Matters decided at general meeting by ordinary resolution

3.16 A matter to be decided at a general meeting must be decided by ordinary resolution unless the matter is required by the Act or these Bylaws to be decided by special resolution or by another resolution having a higher voting threshold than the threshold for an ordinary resolution.

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Part 4 – Directors

Qualifications

4.1 A Director must be qualified under the Societies Act and the Bylaws of the Society. Is an individual (not an organization or corporation) who

  1. Is at least 18 years of age (the Junior Director may be 16);
  2. Capable of managing their own affairs;
  3. Is not undergoing bankruptcy;
  4. Has not been convicted of fraud or corporate offence within the last five (5) years.

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Number of directors on Board

4.2 The Society must have no fewer than 3 and no more than 11 directors.

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Election or appointment of directors

4.3 At each annual general meeting, the voting members entitled to vote for the election or appointment of directors must elect or appoint the Board.

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Directors may fill casual vacancy on Board

4.4 The Board may, at any time, appoint a member as a director to fill a vacancy that arises on the Board as a result of the resignation, death or incapacity of a director during the director’s term of office.

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Term of appointment of director filling casual vacancy

4.5 A director appointed by the Board to fill a vacancy ceases to be a director at the end of the unexpired portion of the term of office of the individual whose departure from office created the vacancy.

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Part 5 – Directors’ Meetings

Calling directors’ meeting

5.1 A directors’ meeting may be called by the president or by any 2 other directors.

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Notice of directors’ meeting

5.2 At least 2 days’ notice of a directors’ meeting must be given unless all the directors agree to a shorter notice period.

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Proceedings valid despite omission to give notice

5.3 The accidental omission to give notice of a directors’ meeting to a director, or the non-receipt of a notice by a director, does not invalidate proceedings at the meeting.

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Conduct of directors’ meetings

5.4 The directors may regulate their meetings and proceedings as they think fit. The Victoria Bowmen use Roberts Rules of Order as a guideline.

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Quorum of directors

5.5 The quorum for the transaction of business at a directors’ meeting is a majority of the directors.

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Part 6 – Board Positions

Election or appointment to Board positions

6.1 Directors must be elected or appointed to the following Board positions, and a director, other than the president, may hold more than one position:

  1. president;
  2. past president;
  3. vice-president;
  4. secretary;
  5. treasurer.

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Directors at large

6.2 Directors who are elected or appointed to positions on the Board in addition to the positions described in these Bylaws are elected or appointed as directors at large.

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Role of president

6.3 The president is the chair of the Board and is responsible for supervising the other directors in the execution of their duties.

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Role of the past president

6.4 The past president will serve one term after the election of a new president and is responsible for advising the new president on matters of history and precedence.

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Role of vice-president

6.5 The vice-president is the vice-chair of the Board and is responsible for carrying out the duties of the president if the president is unable to act.

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Role of secretary

6.6 The secretary is responsible for doing, or making the necessary arrangements for, the following:

  1. issuing notices of general meetings and directors’ meetings;
  2. taking minutes of general meetings and directors’ meetings;
  3. keeping the records of the Society in accordance with the Act;
  4. conducting the correspondence of the Board;
  5. work with the Membership Director to administrate and maintain the Association’s newsletter;
  6. filing the annual report of the Society and making any other filings with the registrar under the Act.

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Absence of secretary from meeting

6.7 In the absence of the secretary from a meeting, the Board must appoint another individual to act as secretary at the meeting.

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Role of treasurer

6.8 The treasurer is responsible for doing, or making the necessary arrangements for, the following:

  1. receiving and banking monies collected from the members or other sources;
  2. keeping accounting records in respect of the Society’s financial transactions;
  3. preparing the Society’s financial statements;
  4. making the Society’s filings respecting taxes.

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Executive Committee

6.9 There shall be an Executive Committee of the Board of Directors, composed of five directors of the Society, which shall be charged with the daily management of the Society and shall consist of the president, vice president, past president, secretary and treasurer.

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Director at Large Positions

6.10 The following positions may be filled by position or the duties assumed any other directors at large a director my fill more than one position:

  1. Membership Director

    It shall be the duty and responsibility of the Membership Director to:

    1. Maintain current and up-to-date records of all memberships of individuals and the affiliation of sports clubs or associations;
    2. Receive and renew all applications for memberships and affiliation and upon acceptance by the Board of Directors, record only those correctly submitted with the proper dues;
    3. Transmit to the Treasurer, as soon as is practical, the membership and affiliation dues received with applications;
    4. Issue membership cards and affiliation agreements and copies of the Society Constitution, Bylaws, Regulations and Shooting Rules; and
    5. Provide to the Secretary and membership on a continual basis, as soon as is practical, duplicate records of all changes in membership or affiliation.

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  2. Tournament Director:

    It shall be the duty and responsibility of the Tournament Director to:

    1. Organise and arrange tournaments, including indoor and outdoor mail matches;
    2. Manage registration of archers for tournaments;
    3. Ensure that judges, a Director of Shooting and other officials are available for tournaments;
    4. Register tournaments that require registration with Archery Canada;
    5. Submit results of tournaments for publication and maintain records of scores;
    6. Submit to the Board of Directors, for its decision, any bids for sponsored or registered tournaments;
    7. Record the winners of all awards at sponsored tournaments and provide all necessary information of such awards prior to or after the event, as required to permit distribution of the awards;
    8. Maintain an inventory of necessary targets and scorecards; and
    9. Work with the secretary/webmaster to ensure that tournaments are advertised on the club website and other vehicles to promote the events.

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  3. Equipment Director:

    It shall be the duty and responsibility of the Equipment Director to:

    1. maintain an inventory and record the location of all material assets of the Society; and
    2. ensure all equipment belonging to the association is maintained in good repair and to arrange for replacement for worn/unsafe equipment.

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  4. Webmaster:

    It shall be the duty and responsibility of the webmaster to:

    1. Maintain the association’s website, and other internet associated accounts applying appropriate security updates;
    2. Post meeting, tournament results and photos of Victoria Bowmen events as quickly as possible;
    3. Work with the Tournament Director to ensure that tournaments are advertised on the site; and
    4. Work with other members of the Association to ensure mailings and notices are posted.

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Part 7 – Remuneration of Directors and Signing Authority

Remuneration of directors

7.1 These Bylaws do not permit the Society to pay to a director remuneration for being a director, but the Society may, subject to the Act, pay remuneration to a director for services provided by the director to the Society in another capacity.

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Signing authority

7.2 A contract or other record to be signed by the Society must be signed on behalf of the Society

  1. by the president, together with one other director,
  2. if the president is unable to provide a signature, by the vice-president together with one other director,
  3. if the president and vice-president are both unable to provide signatures, by any 2 other directors, or
  4. in any case, by one or more individuals authorized by the Board to sign the record on behalf of the Society.
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