LAWN BOWLS ASSOCIATION OF ALBERTA BYLAWS

Transcription

1 LAWN BOWLS ASSOCIATION OF ALBERTA BYLAWS 1. ARTICLE 1: NAME 1.1 The legal name of the organization will be LAWN BOWLS ASSOCIATION OF ALBERTA (LBAA), hereinafter referred to as the Association or LBAA. 2. ARTICLE 2: SEAL OF THE ASSOCIATION 2.1 The Seal of the Association shall consist of a circle formed by the words LAWN BOWLS ASSOCIATION OF ALBERTA. 2.2 The Seal of the Association shall be kept in the custody of the Secretary. The Seal shall not be affixed to any instrument or document without the authority of the Executive Committee. 3. ARTICLE 3: ORGANIZATION OF CLUBS AND MEMBERSHIP IN THE ASSOCIATION 3.1 Administrative Zones The Province of Alberta shall be divided into three administrative zones. Member clubs within a zone may form a district association for operative and administrative convenience The three administrative zones and the bowling communities presently located in each zone are as follows: Alberta North (Edmonton, Grande Prairie, Lloydminster) Alberta Central (Calgary, Didsbury, Red Deer) Alberta South (Lethbridge, Medicine Hat) New clubs which qualify for entry into the Association shall be included within the appropriate administrative zone. 3.2 Classification of Membership Member Clubs Membership in the Association shall consist of Lawn Bowling clubs in Alberta which have ten or more members and which conform to the Bylaws of the Association as hereafter described Affiliated Members All registered members of member clubs with the exception of non-playing social, honorary and life members, shall automatically be classified as affiliated members of the Association Honorary Life Members the Association shall have the right to elect as an Honorary Life Member any individual whose position among bowlers or whose pg. 1 AUGUST 18, 2008

2 services in the interest of the game have been particularly distinctive. Upon a motion by the Executive Committee, Honorary Life Membership can be conferred by election at a general meeting of the Association. An honorary member shall have none of the obligation of membership in the Association, and shall be entitled to attend general meetings, but shall have no right to make motion or vote, unless the member is a club delegate or a member of the Board of Directors. 3.3 Application for Membership Each club desiring admission to the Association shall make application in writing to the Secretary of the Association. The application shall include the following information: The name, address and telephone number of the club Names and addresses of current Executive Officers A list of names, addresses and telephone numbers of all club members The club shall stipulate in writing that they agree to be governed by the Bylaws of the Association The application shall include payment of membership fees as established by the Association. 3.4 Admission of New Clubs The submitted application shall be reviewed by the Executive Committee of the Association The Executive Committee shall have full power to accept or reject the application of any club. Upon acceptance, a club shall then be received into the Association, and shall be entitled to all rights and privileges of a member club. 3.5 Withdrawal from Membership Any member club wishing to withdraw from the Association may do so by forwarding a written notice to the Secretary of the Association A club wishing to reapply for membership after having withdrawn may do so by following the procedure for admission of new clubs. 3.6 Suspension or Expulsion from Membership The Executive committee of the Association may suspend or expel a member club from taking part in any of the activities of the association A member club may be suspended or expelled for continuous breach of the bylaws or for conduct detrimental to the Association If a member club fails to pay its membership fees by the due date, such club shall be suspended until the dues are paid A member club shall have the right of appeal to the Executive Committee and/or a general meeting or special meeting of the Association, and any result thereof shall be binding. pg. 2 AUGUST 18, 2008

3 3.7 Reinstatement of Membership Any club that had been expelled may reapply for membership after a period of one year from the date of expulsion. 3.8 Membership Fees Member clubs shall pay membership fees as fixed annually at the Annual General Meeting Membership fees shall include per capita dues for affiliated members and a club membership fee The membership year of the Association shall be May 1 to April Fees for the membership year must be paid by June 15, and based on the current year s membership. If fees have not been paid by June 15, such member club is suspended until the dues are paid Clubs that acquire new members subsequent to the June 15 deadline shall report the additional membership and submit their per capita dues for the current year by September Limitation of Liability of Members No member of the Association is, in his or her individual capacity, liable for debt or liability of the Association. 4. ARTICLE 4: MEETINGS OF THE ASSOCIATION 4.1 Annual General Meeting The Annual General Meeting of the Association shall be held before the first day of November, at such time and place as shall be determined by the Executive Committee Notice of the Annual General Meeting shall be given by mail no less than 21 days prior to the meeting date. The notice shall designate the date, time and location of the meeting and include an agenda for the meeting. Notices shall be mailed to all member clubs and members of the Executive Committee Any notice of motion from the membership must be received in writing by the Secretary of the Association no later than 28 days prior to the date of the Annual General Meeting in order to be included on the agenda AGENDA FOR THE ANNUAL GENERAL MEETING Welcome Roll Call Bereavements Reading and Approval/Amendments of the Minutes of the Previous Meeting Matters Arising from the Minutes President s Report Director s Report Club Reports pg. 3 AUGUST 18, 2008

4 Treasurer s Report Executive Director s Report Correspondence Committee Reports Election of Officer s if required Appointments Fixing of Annual Dues Fixing of Tournament Fees Fixing of Honoraria New Business Any Other Business Presentations and Appreciations Adjournment 4.2 General Meetings The Association shall conduct a General Meeting before the first day of May, at such time and place as shall be determined by the Executive Committee Notice of the General Meeting shall be the same as for the Annual General Meeting, and the agenda shall follow the same format. 4.3 Special Meetings A Special Meeting may be called to deal with urgent business A Special Meeting may be called by the Executive Committee; or a member club, upon submission of a signed petition to the President or Secretary, representing a minimum of one third of the total number of member clubs Upon receipt of a petition to call a special Meeting, the Executive committee shall set a meeting date within a period of 21 days Notice of a Special Meeting shall be given by mail no less than 14 days prior to the meeting date. The notice shall designate the date, time and location of the meeting and include an agenda for the meeting. Notices shall be mailed to all member clubs and members of the Executive Committee Items of business for any Special Meeting shall be restricted to only those items included on the agenda, unless unanimous consent for the addition of new business is given by the voting delegates present. 4.4 Failure to Give Notice of Meetings The accidental omission to give notice of a meeting to, or the failure of a notice to be reviewed by, a member does not invalidate any proposed meeting. 4.5 Quorums at Meetings of the Association At all Annual, General and Special Meetings, a quorum shall consist of one-third of the eligible delegates from member clubs, plus a minimum of three members of the Executive Committee. pg. 4 AUGUST 18, 2008

5 4.6 Meeting of the Executive Committee Notification of a meeting of the Executive Committee shall be given by mail or telephone, with no minimum time requirement A quorum for a meeting of the Executive Committee shall be a majority of its members (greater than 50 percent). 4.7 Conduct of Affairs of the Association All meetings of the Association shall be conducted in accordance with Robert s Rules of Order, Newly Revised. 5. ARTICLE 5: VOTING PROCEDURES 5.1 Delegates entitled to vote at all meetings of the Association include the members of the Executive committee and eligible representatives from each member club. 5.2 Representation from each club is decided as follows: Member Clubs may appoint voting delegates according to registered membership: Membership voting delegates Membership voting delegates Membership over voting delegates 5.3 The President at all meetings does not vote, except in the case of a tie, where the President shall have a casting vote only. 5.4 An Honorary Life member of the Association is not eligible to vote, unless the member is also a club delegate or a member of the Executive Committee. 5.5 Voting at all meetings shall be by a show of hands. At the discretion of the President, a secret ballot may be held. Election of officers shall always be by secret ballot. 5.6 Voting by proxy is not permitted. 5.7 Unless otherwise specified, a resolution may be passed by a simple majority of votes. 6. ARTICLE 6: BOARD OF DIRECTORS OF THE ASSOCIATION 6.1 The Board of Directors shall be the Executive Committee of the Association. 6.2 A minimum of one full member from each administrative zone shall sit on the Board of Directors. 6.3 The Board of Directors shall be a general board of management with full power to: Transact the normal business of the Association; Decide finally all disputes that may occur; Perform an annual performance review and prepare a three year development plan for the Association; pg. 5 AUGUST 18, 2008

6 6.3.4 Hire any employee(s) or contractor(s) to assist with the operation of the Association and the implementation of its programs; Appoint committees and subcommittees with such powers as they deem advisable; Fill any vacancy in their numbers for any cause arising, for any term up to the next Annual General Meeting. 7. ARTICLE 7: OFFICERS OF THE ASSOCIATION 7.1 Election of Officers The Officers of the Association shall constitute the Executive Committee and their positions are as follows: President Vice President Vice President Secretary Treasurer Provincial Director Past President Zone Representative(s) The Officers of the Association shall be elected at the Annual General Meeting for a term of two years, with the exception of the Past President who is not elected, and any Zone Representatives A Zone Representative shall be appointed by the Executive Committee for a one year term in any administrative zone not already represented on the Executive Committee At the Annual General Meeting of the Association, to be held at the end of each year of operation, the members shall elect Officers for the following terms: President two year term on even numbered years; Vice President two year term on even numbered years; Vice President two year term on odd numbered years; Secretary Two year term on even numbered years; Treasurer Two year term on odd numbered years; Provincial Director Two year term on even numbered years The elected officers shall assume office at the conclusion of that meeting To be eligible for election, an individual must be a member in good standing If a member is presented by the Nominating Committee for a position on the Executive, he/she need not be present at the meeting Any member not present at the meeting may still put his/her name forward as a candidate for a position on the Executive by informing the Secretary in writing of his/her willingness to stand If an individual is nominated from the floor then no seconder will be required but the individual must be present. pg. 6 AUGUST 18, 2008

7 If there is only one candidate for a position, that candidate will be declared elected by acclamation. 7.2 Removal of Officers Any Officer or Director may be expelled by the Executive Committee for proven dishonesty, or for gross misconduct, or for failing or refusing to carry out his or her duties as an Officer. 7.3 Number of Terms An officer shall only serve 2 consecutive terms in the same position. 7.4 Duties of Officers The President Supervises and directs the affairs of the Association The Duties of the President shall be to: Call all meetings of the Association and the Executive Committee, in collaboration with the Secretary; Prepare the agenda for all meetings with the Executive Director, and chair all meetings of the Association and the Executive Committee; Sign the minutes of meetings after they have been confirmed; Not vote at any meeting, except in case of a tie, where the President shall have a casting vote only; Present a written report to general meetings of the Association; Be an ex-officio member of all committees of the Association; Sign all official documents on behalf of the Association; Be one of the signing authorities for cheques for the Association; Represent the Association in dealing with other groups, associations, agencies and different levels of government as required; and Ensure that all resolutions or orders passed by the membership or Executive committee are carried out The Vice-Presidents The two Vice Presidents shall be allocated responsibilities by the Executive Committee One of the Vice Presidents shall hold the title of Senior Vice President. The Senior Vice President shall be defined as that Vice President who has been longest in office. If the two Vice Presidents have been in office for the same time then the Senior Vice President shall be appointed by the Executive The Senior Vice President shall assume the duties of the President when he/she is absent Each Vice President shall present a written report to General Meetings of the Association. pg. 7 AUGUST 18, 2008

8 7.4.3 Secretary The Secretary shall be responsible for the correspondence and recording functions for the Association The Secretary s duties shall be to: Assist the President in calling all meetings of the Association and the Executive Committee; Approve the agenda for all meetings of the Association and the Executive Committee under the direction of the President and ensure that notices of meetings and motions are sent to all Officers and member clubs; Record full and correct minutes of the meetings of the Association and the Executive committee; Circulate minutes of meetings in a timely manner; Prepare correspondence for approval by the President on matters arising out of such meetings; Distribute correspondence as received from Bowls Canada Boulingrin, Government agencies and other sources for appropriate review and action by the Executive Committee; Have charge of the Corporate Seal of the Association which shall be affixed to documents as required; Keep a current registry of all members of the Association; File an Annual Return with the Corporate Registry, complete with a current list of Officers and/or Directors, and a copy of the most recently audited Financial Statement; Maintain files of minutes and correspondence of the Association; Perform other duties as required by the Executive Committee Treasurer Shall be responsible for the financial affairs of the Association The Duties of the Treasurer shall be to: Collect all dues and fees as approved by membership at the Annual General Meeting; Pay all accounts and bills accrued by the Association; Pay affiliation fees to Bowls Canada Boulingrin; Maintain adequate records of all Financial transactions; Be prepared at all general meetings of the Association to present an interim financial statement; Ensure that all funds are used in accordance with any spending restrictions that are placed upon them by the granting or funding agencies or regulatory bodies; and Be Chairperson of the Finance Committee. pg. 8 AUGUST 18, 2008

9 7.4.5 Provincial Director The Provincial director shall be the official representative of the Association to Bowls Canada Boulingrin The duties of the Provincial Director shall be to: Represent the Association at general meetings of Bowls Canada Boulingrin; Present the views and opinions of the Association to Bowls Canada Boulingrin as directed by the Executive Committee, and report back to the Executive Committee on the results of the meetings and discussions with Bowls Canada Boulingrin; Present a report to general meetings of the Association on decisions made and business transacted by Bowls Canada Boulingrin; Be Chairperson of the Nominating Committee in the absence of a Past President; Perform other duties as required by the Executive Committee Past President The Past President shall act in an advisory capacity to the Association, for a single term of two years upon election of a new President The duties of the Past President shall be to: Be Chairperson of the Nominating Committee for proposing a slate of candidates for positions on the Executive Committee; and Assist the President in performing other duties as requested. 8. ARTICLE 8: THE EXECUTIVE DIRECTOR 8.1 The Board may hire an Executive Director to carry out assigned duties. 8.2 The Executive Director reports to and is responsible to the Board and acts as an advisor to the Board and to all Board Committees. The Executive Director does not vote at any meeting. 8.3 The duties of the Executive Director shall be as follows: Attend all regular meetings of the Executive committee of the LBAA as a nonvoting member Attend all General and Special Meetings of the LBAA as a non-voting member; Assist with the preparation of the annual budget; Assist with the planning of provincial lawn bowling programs and prepare the annual profile and development plan as required; Assist the Coaching, Officiating, Junior Program and High Performance Committees in the implementation of their programs and be the liaison between these leadership committees and the Executive committee; pg. 9 AUGUST 18, 2008

10 Assist the Program Committee in the implementation of the provincial lawn bowling playdowns, tournaments and events; Assist the High Performance Committee in the implementation of talent identification, high performance and Alberta Athlete development programs; Develop media relations for the LBAA through the preparation of news releases and liaison with media representatives; Establish and maintain liaison with member clubs of the LBAA and provide administrative assistance to the LBAA through the preparation of printed material, handling of mail, updating of the membership list and other duties as may be assigned by the Executive Committee. 9. ARTICLE 9: FINANCES OF THE ASSOCIATION 9.1 Finance Committee - The Treasurer shall be responsible for the financial operation of the Association, and as such shall serve as Chairperson of the Finance Committee. 9.2 Auditors shall be elected at the Annual General Meeting to serve the Association for the ensuing year. In lieu of one auditor, any two members of the Association may be appointed to audit the financial records, so long as they are not members of the Executive Committee or employees of the Association. 9.3 The books, accounts and records of the Treasurer shall be audited at least once each year by the Auditor. 9.4 Fiscal Year for the Association shall be the fiscal year of the Provincial Government from April 1 st to March 31 st of the following year. 9.5 Accounts The Treasurer shall maintain bank accounts on behalf of the Association. All monies received by or on behalf of the Association shall be deposited into the accounts of the Association. 9.6 Signing Authorities - All financial disbursements shall be signed by any two of the following three signing authorities: the President; the Treasurer and one other member of the Executive Committee as designated by the Executive Committee. 9.7 Affiliation fees shall be paid to Bowls Canada Boulingrin on behalf of all members of the Association. 9.8 No remuneration shall be given to any Executive Committee Member. 9.9 Honoraria may be considered with recipients and the sums being fixed at a General Meeting of the Association Green fees shall be paid to clubs which host the Provincial Championships. Green fees may be paid to clubs hosting other provincially sponsored and organized events Reimbursement for travel, meals and accommodation shall be paid to full members of the pg. 10 AUGUST 18, 2008

11 Association who fulfill specific duties or attend authorized functions Participants in Canadian Lawn Bowling Championships shall receive financial assistance to attend when representing the Province. All players may receive a subsidy to assist in the purchase of the appropriate provincial bowling jacket and other required clothing Borrowing Powers For the purpose of carrying out its stated objectives, the Association may borrow or raise or secure the payment of money in such a manner as it Thinks best, and in particular by the issue of debentures. But, this power shall be exercised only under the authority of the Association, and in no case shall debentures be issued without the sanction of a Special resolution of the Association Any affiliated member may at any time make arrangements with the Treasurer to inspect the books and records of the Association. 10. Article 10: COMMITTEES OF THE ASSOCIATION 10.1 Executive Committee of the Association shall consist of the Officers of the Association and shall have the right to carry out the daily conduct of the affairs of the Association Standing Committees The Association shall have six Standing committees: Finance, Bowling Program, Coaching, Officiating, High Performance, and Junior Program The decisions made by all Standing Committees are subject to approval by the Executive Committee and all standing committees shall present a report to the Annual General meeting Finance Committee The Treasurer is the Chairperson of the Finance Committee and the President and both Vice Presidents are members of the Committee The Finance Committee will be responsible for: Preparing an annual review of the budget of the Association; Directing fund raising activities on behalf of the Association through representation to the various level of government and pursuit of corporate and private sponsorships; Reviewing annual per capita dues, tournament and other fees, rates of disbursement and other expenses in order to make recommendations to the Executive Committee for consideration as required; and Performing other duties as requested by the Executive Committee Bowling Program Committee The Executive Committee shall appoint a Chairperson of the Bowling Program Committee The Committee Chairperson shall appoint a minimum of three members to the pg. 11 AUGUST 18, 2008

12 Committee with at least one representative from each administrative zone Any Zone Representative appointed to the Executive Committee shall become a member of the Bowling Program Committee, and shall act as a liaison person between the Bowling Program Committee and the member clubs within their zone The Committee shall be responsible for: Preparing an annual provincial bowling program budget prior to February 28th. Preparing a provincial bowling program schedule prior to the Spring General Meeting; Selecting venues for provincially sponsored and organized competitions; Evaluating the format for play and standards for provincially sponsored and organized competitions and making recommendations to the Executive Committee; Conducting the Association s Bowling Program; The Bowling Program committee may establish such subcommittees as it sees fit to assist in the fulfillment of its duties; and Submitting a report to the General Meeting of the Association Coaching Committee The Executive Committee shall appoint a Chairman of the Coaching Committee There shall be a minimum of three members on the Coaching Committee, to be selected by the Committee Chairperson The Committee shall be responsible for: Preparing an annual provincial coaching Program budget prior to February 28 th ; Conducting Coaching Clinics and NCCP Technical Courses in Lawn Bowling throughout the Province; Training Course conductors to teach the NCCP Technical Courses; Conducting sport outreach, talent identification, high performance athlete training programs for Alberta lawn bowlers; and Submitting a report to the General Meeting of the Association Officiating Committee The Executive Committee shall appoint a Chairperson of the Officiating Committee There shall be a minimum of two members on the Officiating Committee, to be selected by the Committee Chairperson The Committee shall be responsible for: Preparing an annual provincial officiating program budget prior to February 28 th ; Conducting Officiating Clinics and Training Umpires throughout the Province; Appointing umpires to officiate at provincial organized and sponsored events; Submitting a report to the General Meeting of the Association High Performance Committee The Executive Committee shall appoint a Chairperson of the High Performance pg. 12 AUGUST 18, 2008

13 Committee There shall be a minimum of four members on the High Performance Committee, to be selected by the Committee Chairperson The committee shall be responsible for: Preparing an annual Provincial High Performance Program Budget prior to February 28; Recommending a provincial team to represent the Province in any invitational interprovincial or international competitions; Assist the Coaching Committee in talent identification, high performance and Alberta Athlete development programs; and Submitting a report to the General Meeting of the Association Junior Program Committee The Executive Committee shall appoint a Chairperson of the Junior Program Committee There shall be a minimum of three members on the Junior Program Committee to be selected by the Committee Chairperson The Committee shall be responsible for: Preparing an annual Provincial Junior Program budget prior to February 28 th ; Conducting an annual Provincial Junior bowling tournament, an annual fun day or any other junior event considered necessary or appropriate for the benefit and guidance of junior lawn bowlers; Submitting a report to the General Meeting of the Association Bylaws review Committee The Executive Committee shall appoint, from time to time, a Bylaws Review Committee Nominating Committee The Past President shall be chairperson of the Nominating Committee for proposing a slate of candidates for positions on the Executive Committee In the Absence of a Past President, the Provincial Director shall assume the position of Chairperson of the Nominating Committee Special or Ad Hoc Committees Other Special or Ad Hoc Committees may be appointed by the President or Executive Committee as may be required The decisions made by all Ad Hoc Committees are subject to approval by the Executive Committee These specialized committees shall cease to exist once their purpose is fulfilled, and a final report submitted to the Executive Committee. 11. Article 11: AMENDMENTS TO THE BYLAWS pg. 13 AUGUST 18, 2008

14 11.1 The Bylaws may be amended only by initiation of a Special Resolution A motion to amend the bylaws must be received at least thirty-five (35) days prior to a general or special meeting of the Association. This motion must be sent in writing, with the signatures of a mover and seconder, to the Secretary of the Association Notice of a proposed Special Resolution must be sent in writing to all members of the Executive and all member clubs at least thirty (30) days prior to the meeting at which the amendment is to be considered A Special Resolution must receive the approval of at least three-quarters of the voting delegates present at a meeting to be passed Special Resolution shall also mean: A resolution proposed and passed as a Special Resolution at a general meeting of which less than thirty (30 days) notice has been given, if all the members present and entitled to vote at the general meeting so agree; or A resolution consented to in writing by all the members who would have been entitled at the general meeting to vote on the resolution in person Following the adoption of any amendments, the Secretary of the Association shall notify the corporate Registry within the specified time allowed, and notify all Executive Committee members and member clubs. 12. Article 12: LIQUIDATION AND DISSOLUTION OF THE ASSOCIATION 12.1 If at any time the Association is dissolved, any and all assets shall be held in trust by an appointed trustee for a period of up to five years. If, at the end of five years, no arrangements have been made to transfer the assets to another provincial association, then any remaining assets shall either be given to an association with similar interests or to a reputable charitable organization. pg. 14 AUGUST 18, 2008