MACKENZIE RAINBOW SWIM CLUB CONSTITUTION

MACKENZIE RAINBOW SWIM CLUB CONSTITUTION NAME: The name of the Society shall be The Mackenzie Rainbow Swim Club. OBJECTIVES: The objectives of the Mackenzie Rainbows Swim Club are: To promote, encourage and develop amateur swimming in Mackenzie, To encourage self-improvement though physical fitness, To develop team spirit among the swimmers, To organize and execute one invitational swim meet per year. AREA: The operation of the Society is to be carried out in the District of Mackenzie, BC. AFFILIATIONS As an unalterable provision of this constitution, the said Society shall be affiliated with the B.C Summer Swimming Association. 1 2013 Club Constitution Mackenzie Rainbow Swim Club

BY-LAWS MEMBERSHIP There shall be three classifications of membership which shall be as follows: 1. One parent or guardian per registered swimmer per family shall be considered a member in good standing, and entitled to one (1) vote at the General Meetings. 2. Life memberships may be bestowed on any member of the Mackenzie Rainbow Swim Club for distinctive service to this club. Nomination for Life Membership must be made by a member of the Executive and may be approved at the last regular Executive meeting of the current season. Life members shall have full voting privileges at all general meetings. 3. Honorary: All coaches shall be honorary members and any other persons shall be granted honorary memberships at the discretion of the Executive. This must be voted on by the Executive. This privilege cannot be abused to the effect an outcome of mutiny against any issue Club member. MEETINGS 1. The Annual General meeting of the Society shall be held during the last Tuesday of the month of September. 2. Regular General meetings of the Society shall be held every last Tuesday of each month during the swim season (March to August). 3. Executive meetings of the Society shall be held every last Tuesday of each month starting January to February. 4. The President may also call emergency or extra regular general meetings at the request of the majority of the Executive or on the written request of the majority of the members of the society. 5. Any member in good standing shall not be excluded from any said regular general meetings, however in delicate cases where in it is unavoidabl e all parties involved will be asked to leave and only the President, Vice President, Secretary, Registrar and Treasurer will discuss this privately. If 2 2013 Club Constitution Mackenzie Rainbow Swim Club

there need be a vote then the motion will be brought back to a special general meeting to be voted on. 6. A quorum for the purpose of transacting any business shall consist of not less than members present at any regular or special meetings. A regular general meeting may transact any and all of the business to be transacted at such meetings, except as otherwise specifically provided in these by-laws. All decisions shall be of the meeting shall be by a majority of the voting members. 7. Meeting Agendas shall be sen t out to all members via email and posted on the Club Face book and Web page ( if Available) 1 week prior to the meeting. 8. Meeting minutes shall be sent out to all members via email and posted on the club Face book and Web page (if Available) within 72 hrs of the completion of the meeting. General Order of Meetings 1. Call to Order 2. Approval of Minutes 3. Officers Reports 4. Unfinished (Old) Business 5. New Business 6. Adjournment The rules of order for all club meetings shall be in accordance with Roberts Rules of order. 3 2013 Club Constitution Mackenzie Rainbow Swim Club

Club Executive: Executive Titles: The club executive shall consist of members in good standing: President, Vice President, Treasurer, Registrar, Secretary and Coaching Advisor. Term: The Term of executive shall be one (1) year and can be extended to two if agreed to by executive member. In the event of a resignation, or removal of an executive, it shall be the duty of the club executive to elect a replacement for the unexpired term, except in the case of a vacancy in the office of President, which shall be filled by the Vice President for the unexpired term. Expectative appointment: Executive shall be appointed from within executive. All Executive must be nominated and have accepted nomination in person or in writing. Executive election: Voting for executive elections will be the same of that as regular voting. 4 2013 Club Constitution Mackenzie Rainbow Swim Club

Role of President The President of the Mackenzie Rainbows acts as Chair and Chief Executive of the Club. 1. Presides at all meetings of the Club and at all other meetin gs at which his or her attendance may be required and sees that the business is conducted in a proper manner, and in the event of an equality of votes, gives a casting vote; 2. Directs the activities of the Executive towards Club goals and objectives including the development and maintenance of the Club s Strategic Plan; 3. Ensures that incoming Executive Members are formally and adequately briefed on the Club Constitution, Bylaws and Strategic Plan prior to each Club member s first Club Meeting; 4. Ensures Club Constitution is revised and review regularly. 5. Prepare Annual Club Budget with input from Executive and member 6. Collects external correspondence from the Post Office and distributes it accordingly. Role of Vice-President: 1. The Vice-President stands in for the President. Provides assistance to the President in the discharge of his or her responsibilities on an as required basis and acts in that role whenever the President is unavailable, and 2. The Vice-President shall become President if the position becomes vacant. 5 2013 Club Constitution Mackenzie Rainbow Swim Club

Role of Secretary: The Secretary supports the Executive by maintaining the records of the Club 1. Maintains and archives all documentation attached to Committee papers and/or deemed to be required in Club records by the Committee; 2. Conducts internal and external correspondence of Club, liaising with the President and Committee as required; 3. Maintains and archives official files including copies of the Constitution, Bylaws, legal Agreements with other entities, Incorporation documentation, and the Club Strategic Plan; 4. Monitors that the Club operates in accordance with its Constitution and legal obligations; 5. Maintains and distributes Committee contact details in a timely manner, 6. Schedules and publishes a schedule of Committee meetings before the start of the year; 7. Keeps records of all proceedings, actions, and Committee meetings of the Club, and 8. Ensures meeting minutes and action items are distributed to all Committee members within two weeks of each meeting. Role of Treasurer: 1. Manages all Club financial transactions, including the collection of all membership dues and the payment of all Club bills in accordance with Committee directives; 2. Maintains a permanent file of the financial business of the Club; 3. Establishes and maintains all required Club bank a ccounts and/or similar financial transactions, arranging for officer signatures as required; 4. Maintains any usernames, passwords and PIN numbers for phone and Internet banking; 5. Submits all tax related filings as required; 6 2013 Club Constitution Mackenzie Rainbow Swim Club

6. Develops an annual financial statement of the activities of the Club and provides this to the Executive for presentation at the Annual General Meeting each year; 7. Prepares and presents monthly financial statements at each monthly Committee Meeting, and 8. Maintains an inventory and stock of any goods held by the Club and duly reports on them at the Annual General Meeting. Role of Registrars: 1. Be responsible for proper registration for swimmers ; 2. Oversee the transaction of all Club transfers; 3. Check athlete s date of birth as required; 4. Pass all received subscriptions to the Treasurer for reconciliation and bank deposit. 5. Responsible for all external club registrations. 6. Responsible for ensuring that all Executive have completed criminal records check as required prior to start of season. Coaching advisor 1. Provide an Annual Coaching strategy to Club Executive. 2. Act as a liaison between Parents, Members, Executive and Coaches 3.. 7 2013 Club Constitution Mackenzie Rainbow Swim Club

Club Coordinators: The Term of Club coordinators shall be one (1) year and can be extended to two if agreed to by executive member. Volunteer Coordinator: 1. Prepare a time keeping roster based on swimmers registered to attend a meet. 2. Where possible post the volunteer roster to the club web site. 3. Where possible provide a hard copy of the roster at the meet. 4. Maintain a record of volunteer contributions. 5. Responsible for ensuring that all volunteers have complete criminal records check as required. Sponsorship Coordinator: 1. Coordinate all Club Sponsorships. 2. Responsible for ensuring sponsorship commitments and branding is followed through. 3. Responsible for ensuring Sponsorship appreciation is completed. The Promotions and Scheduling Coordinator: 1. Coordinates all club promotions; Radio ads, news paper ads, Social Networks, Website. newsletters etc. 2. Creates annual calendar of events. 8 2013 Club Constitution Mackenzie Rainbow Swim Club

Club Financials Annual Budget An Annual budget must be prepared by Executive and presented to membership for review and approval as per the schedule below: Draft Budget last Tuesday of March Final Budget last Tuesday of April Club Expenditures Club expenditure allowance will be as follows Spending authority Maximum Amount President and Vice President $75.00 Club Executive via vote $500.00 plus taxes Club Executive via membership vote Over $500.00 All expenditures must be reported to treasurer within 1 week of purchase and reported out at the following club meeting and will have at least 2 quotes. All expenditures will be purchased from local merchants unless it meets the following: 1. The local cost to purchase is greater than 15% of the lowest estimate. 2. The local cost to purchase is greater than 20% of the lowest estimate and the merchant is a club sponsor. 3. The expenditure is to pay affiliation dues or club membership. 9 2013 Club Constitution Mackenzie Rainbow Swim Club

Coaching Head Coach The Head Coach must meet the minimum standards as set out by the B.C Summer Swimming Association. 1. Work with the Coach Advisor to assist with implementing a training plan for the swim season. 2. Independently instructing proper competitive swimming techniques, demonstrating proper use of equipment, and observing swimmers to identify and correct mistakes in a positive manner. 3. Maintain a Technical knowledge of all 4 strokes from basics to competitive. 4. Submitting meet event entries to the Executive for each swim meet throughout the season. 5. Attending, organizing and assisting swim meets as required (out of town travel may be required) 6. Outlining and tracking expectations/goals/results with swimmers. 7. Follow coach conduct and practice as outlined by the executive. 8. Organize team building events. 9. Schedule all programs as well as develop a dry land program for the competitive groups. 10. Implement a safe and appropriate training program for young developing swimmers. In the event that a head coach cannot be found a season or part of a season the Executive can seek other options subject to membership agreement and B.C Summer Swimming Association endorsement. 10 2013 Club Constitution Mackenzie Rainbow Swim Club

Assistant Coach 1. Assist Head coach with implementing coaching plan 11 2013 Club Constitution Mackenzie Rainbow Swim Club

Signatures The signing of this page certifies the signing party has read, understood will abide by the constitution. Executive Title Name Signature Date President Vice President Treasurer Register Club Coordinators Title Name Signature Date Volunteer Coordinator Sponsorship Coordinator Promotions and Scheduling Coordinator 12 2013 Club Constitution Mackenzie Rainbow Swim Club

Roberts Rules: Procedure to Make a Motion 1. Member raises hand. 2. The member gives their name and states the motion. e.g. "I move that we." 3. Member may give a brief explanation for introducing the motion. 4. Another member must second the motion to continue. 5. Presiding Executive calls for discussion on this motion. 6. The member who introduced the motion has the right to speak first. Members wishing to discuss the motion raise their hands and wait for recognition from the presiding officer before speaking, enabli ng everyone to share their opinions. 7. Presiding Executive calls for a vote on the motion. 8. Presiding Executive states results of vote and resulting action. Members may "call the question" to end discussion on the motion if discussion seems to be dragging on or becoming redundant; however, it is NOT acceptable to call the question in order to prevent someone from expressing their opinion or while someone is speaking. If a member calls the question, a second and a 2/3 majority vote are required (no discussion) to close discussion and proceed to voting on the motion. 13 2013 Club Constitution Mackenzie Rainbow Swim Club

Procedure to Amend a Motion During discussion, it may become apparent that an amendment (modification) to the original motion is necessary. Anyone may request to amend the original motion, but the proposed amendment must be related to the subject of the main motion. 1. Member raises hand and stands after recognition from the presiding officer. 2. Member states the amendment (e.g. striking and/or adding words/phrases). 3. Amendment must be seconded. 4. Presiding Executive calls for discussion on the amendment. 5. Presiding Executive calls for a vote on the amendment, and announces result. If the amendment passes, the motion on the floor is now the amended motion. If the amendment fails, the original motion remains on the floor. Referral to Committee During discussion, it may become apparent that further information is needed prior to voting on a motion and/or further work is necessary to reword a motion, in which case, the motion may be referred to a committee. If the motion passes, the committee, if not existing, should be appointed immediately or as soon as possible. The committee should report findings at the next meeting, unless specified otherwise. 1. A member makes a motion to refer the motion to committee. 2. Motion must be seconded. 3. Presiding officer calls for discussion. 4. Presiding officer calls for a vote, and states result of the vote and action taken. 14 2013 Club Constitution Mackenzie Rainbow Swim Club

Tabling a Motion Tabling a motion lays aside an item of business temporarily in order to attend other business. A tabled motion cannot be taken from the table until another item of business has been transacted since the tabling. If the tabled motion is not removed from the table by the end of the next meeting, the motion ceases to exist. 1. A member makes a motion to table the motion. 2. Motion must be seconded (No discussion). 3. Presiding Executive calls for a vote, and states result of the vote and action taken. Removing a Motion from the Table A member may move to remove a motion from the table during the Unfinished Business part of the meeting once all agenda Unfinished Business items are addressed. 1. A member makes a motion to remove a motion from the table. 2. Motion must be seconded. At this point, the motion has been removed from the table and discussion of the motion proceeds as if the motion had never been tabled in the first place. 3. Presiding Executive calls for discussion. 4. Presiding Executive calls for a vote, and states result of the vote and action taken. 15 2013 Club Constitution Mackenzie Rainbow Swim Club

Motion to Postpone A member may move to delay action (voting) on a motion to a certain time, usually the next meeting. A postponed motion is considered unfinished business and automatically com es up for further consideration at the next meeting (or designated date). 1. A member makes a motion to postpone the motion to another date (usually the next meeting). 2. Motion must be seconded. 3. Presiding Executive calls for discussion. 4. Presiding Executive calls for a vote, and states result of the vote and action taken. 16 2013 Club Constitution Mackenzie Rainbow Swim Club