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Approved by the membership
at the May 21, 2003 Annual General Meeting
GLOUCESTER
Cumberland
RINGETTE
ASSOCIATION
By-Law No. 1
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History
This by-law is based largely on the wording of By-Law No. 1
of the former Gloucester Ringette Association and was approved
by the newly formed Gloucester-Cumberland Ringette membership
on May 21, 2003
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GLOUCESTER-CUMBERLAND
RINGETTE INC.
BY-LAW NUMBER 1
ARTICLE I
NAME
Section 1
This Corporation shall be
known as the Gloucester-Cumberland Ringette Inc., hereinafter referred
to as the Association.
Section 2
The Head Office of the Association
shall be situated in the City of Ottawa.
ARTICLE II
AIMS AND OBJECTIVES
Section 1
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The Aims
and Objectives of the Association are:
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1) |
To foster,
encourage and improve all organized amateur ringette within the
areas under its jurisdiction,
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2) |
To provide
competition for all who desire to participate in ringette, giving
due consideration to their individual capabilities,
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3) |
To maintain
and increase interest in the game of ringette,
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4) |
To exercise
general supervision and direction over the playing interest of
its players, coaches, managers and executive, with emphasis on
the enhancement of good character and citizenship, and
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5) |
To aid
and assist areas outside its jurisdiction in the development of
the game. |
ARTICLE
III
CORPORATE SEAL
Section 1
The Association shall adopt
a corporate seal, which shall be in the form impressed in the margin.
ARTICLE
IV
DIRECTORS
Section 1
The affairs of the Association
shall be managed by the Board of Directors who may be known and referred
to as Directors, and who may exercise all such powers and do all such
acts and things as may be exercised or done by the Association that
are not by the By-Laws or any special resolution of the Association
or by statute expressly directed or required to be done in some other
manner. The Board of Directors shall consist of the number of directors
as set out in the Letters Patent or such number of directors as may
be determined from time to time by special resolution.
Section 2
Every Director shall be
eighteen (18) or more years of age and, subject to Section 286 of
the Act, shall be a member of the Association or shall become a member
of the Association within ten (10) days after his election or appointment
as a Director.
Section 3
The Directors' terms of
office (subject to the provisions, if any of the Letters Patent and
any supplementary Letters Patent of the Association and of the By-Laws)
shall be two years from the date of the meeting at which they are
elected or until their successors are elected or appointed, with the
President, Vice President House League, Vice President Operations,
Secretary and Director-at-Large elected in even numbered years and
the Vice President Administration, Vice President Competitive, Treasurer
and Player Development Director elected in odd numbered years. So
long as there is a quorum of Directors in office, any vacancy occurring
in the Board of Directors may be filled for the remainder of the term
by the Directors then in office, if they shall see fit to do so, otherwise
such vacancy shall be filled at the next annual meeting of the members
at which the Directors for the ensuing year are elected, but if there
is not a quorum of Directors, the remaining Directors shall forthwith
call a meeting of the members to fill the vacancy, and, in default
or if there are no Directors then in office, the meeting may be called
by any member. If the number of Directors is increased between the
terms, a vacancy or vacancies, to the number of authorized increase,
shall thereby be deemed to have occurred, which may be filled in the
manner above provided.
Section 4
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The office
of a Director shall ipso facto be vacated:
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A)
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If he
does not, within ten (10) days after his election or appointment
as a Director become a member, or if he ceases to be a member
of the Association,
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B) |
If he
becomes bankrupt or suspends payment of his debts generally or
compounds with his creditors or makes an authorized assignment
or is declared insolvent,
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C) |
If he
is convicted of a criminal offence, or is found to be a mentally
incompetent person or becomes of unsound mind,
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D) |
If by
notice in writing to the Association, he resigns his office which
resignation shall be effective at the time it is received by the
Association or at the time specified in the notice, whichever
is later,
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E) |
If he
dies, or
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F) |
If he
is removed from office by the membership in accordance with Article
VII, Section 3, or by the Executive pursuant to Article XI, Section
4 J) or Article VI, Section 3. |
Section 5
Directors shall be the Executive
Committee and appointed members in Article V, Section 1. The Secretary
shall file a notice following the annual meeting notifying the Ministry
of the new slate of Directors.
Section 6
The Directors shall serve
without remuneration and no Director shall directly or indirectly
receive any profit from his position as such provided that a Director
may be reimbursed for reasonable expenses incurred by him in the performance
of his duties.
Section 7
Subject to Section 70 of
the Act, election as a Director shall also be deemed appointment as
an Officer of the Association.
ARTICLE
V
EXECUTIVE
Section 1
Subject to Section 70 of
the Act, the Executive Committee shall consist of the following Officers:
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President
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Vice
President Administration
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Vice
President House League
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Director,
Player Development
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Vice
President Competitive
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Vice
President Operations
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Secretary
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Treasurer
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Director-at-Large |
who shall be elected at
the Annual General Meeting, and 10. Past President.
Section 2
Subject to the By-Laws and
Resolutions of the Board of Directors, the Directors may delegate
to such Executive any of the powers of the Board of Directors. Subject
to the By-Laws and Resolutions of the Board of Directors, the Executive
may meet for the transaction of business, adjourn and otherwise regulate
its meetings as it sees fit.
Section 3
Sections 1 and 2 and the
other provisions of this By-Law referring to the Executive shall not
be effective unless and until this By-Law has been confirmed by at
least two-thirds (2/3) of the votes cast at a General Meeting of the
members duly called for that purpose.
Section 4
No member of the Executive
may hold more than one position on the Executive but may be one of
the Officials appointed by the Executive.
Section 5
No member of the Executive
should be coaching or managing any team in the association without
the approval of the Executive.
Section 6
The members of the Executive
shall serve without remuneration and no member of the Executive shall
directly or indirectly receive any profit from his position as such
provided that a Director may be reimbursed for reasonable expenses
incurred by him in the performance of his duties.
ARTICLE
VI
MEETINGS OF DIRECTORS AND EXECUTIVE
Section 1
The quorum for any meeting
of the Board of Directors or Executive of the Association shall be
a majority of the Directors. Where there is an even number of Directors
or members of the Executive, the quorum shall be one-half plus one
of the members.
Section 2
The Board of Directors and
the Executive shall hold a minimum of four (4) meetings between June
and May inclusive in each year and such additional meetings as it
may deem necessary.
Section 3
If a Director or an Officer
of the Association is absent from two consecutive meetings of the
Board of Directors or the Executive, then the office may be declared
vacant by the Directors or Executive respectively.
ARTICLE
VII
MEMBERSHIP
Section 1
Membership in the Association
is open to all residents of the former City of Gloucester and the
former township of Cumberland. A person becomes a member of the Association
by being registered with the Gloucester-Cumberland Ringette Association
or by being the parent or legal guardian of a child or children so
registered.
Section 2
The Board of Directors may
designate other persons who reside outside the areas described in
Section 1 of this Article to be eligible for membership.
Section 3
Membership in the Association
is not transferable and lapses and ceases to exist upon death or dissolution
or when his/her period of membership expires (if any) or when he ceases
to be a member by resignation or otherwise in accordance with the
By-Laws provided always that the members of the Association may, by
resolution passed by at least two-thirds (2/3) of the votes cast at
a General Meeting of which notice specifying the intention to pass
such resolution has been given, terminate the membership of any member
of the Association.
ARTICLE
VIII
DUES
Section 1
There shall be no dues or
fees payable by members except such, if any, as shall from time to
time be fixed by unanimous vote of the Board of Directors, which vote
shall become effective only when confirmed by a vote of the members
of an Annual or other General Meeting.
Section 2
The Secretary shall notify
the members of the dues or fees at any time payable by them and, if
any are not paid within thirty (30) days of the date of such notice,
the members in default shall thereupon automatically cease to be members
of the Corporation, but such defaulting members may on payment of
all unpaid dues or fees be reinstated by unanimous vote of the Board
of Directors.
Section 3
Only members who are eighteen
(18) years of age or over are entitled to vote at meetings of the
Association or be a member of the Executive or Board of Directors
of the Association.
ARTICLE
IX
RECREATION AREAS
Section 1
Registration is open to
the residents of the former City of Gloucester and the former township
of Cumberland and:
A) Canadian
Forces Base Ottawa (North) sometimes referred to as Rockcliffe Air
Base, and
B) That portion
of the area known as Carson Grove, which is situated in the City of
Ottawa.
ARTICLE
X
ASSOCIATION YEAR
Section 1
The year shall begin on
June 1 and end on May 31 of the following calendar year.
ARTICLE XI
POWERS AND DUTIES OF OFFICERS AND EXECUTIVE
Section 1
All members of the Executive
shall take office on June 1 unless the person assuming such an office
is appointed to fill a vacancy resulting from a resignation or displacements
by the Executive, in which case the person shall assume such office
at such time as designated by the Executive.
Section 2
Such term of office shall
end on May 31 of the calendar year two years following the date of
appointment.
Section 3
The
duties of each officer of the Association (which may for greater
certainty be detailed by position descriptions approved by the
Executive) are as follows:
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A) |
President:
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The President
is the Chief Officer of the Association and as such shall:
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i) |
Be the
official spokesperson for the Association,
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ii) |
Preside
at all its meetings,
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iii) |
Exercise
the power and authority of the Executive, provided such decision
will be reviewed at the next regular meeting of the Executive,
and
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iv)
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Be an
ex officio member of all standing and ad hoc committees.
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B) |
Vice
President Administration:
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The Vice
President Administration shall assume all of the duties and responsibilities
of the President in the absence of the President, or where the
President is unable to act due to illness or other cause or so
designates the Vice President Administration, and otherwise shall:
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i) |
Be responsible
for overall administration of the business of the Gloucester-Cumberland
Ringette Association, and
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ii) |
Co-ordinate
the periodic review of all Association policies.
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C) |
Vice
President Operations:
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The Vice
President Operations shall assist the President and, in the absence
of the Vice President Administration, shall perform that person's
duties as required, and otherwise shall be responsible to co-ordinate
and oversee activities of the operational appointee positions.
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D) |
Vice
President House League:
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The Vice
President House League shall assist the President and, in the
absence of the Vice President Operations, shall perform that person's
duties as required and otherwise, shall be the House League team
co-ordinator and be responsible for the operations of the House
League teams at all levels.
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E) |
Vice
President Competitive:
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The Vice
President Competitive shall assist the President and, in the absence
of the Vice President House League, shall perform that person's
duties as required and otherwise shall be the Competitive team
co-ordinator and responsible for the operations of the Competitive
teams at all levels.
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F) |
Secretary:
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The Secretary
shall issue notices and agenda for all meetings, maintain records
of proceedings and meetings, have custody of all documents and
records of the Association except those held by the Registrar,
maintain a register of correspondence and receive a copy of any
correspondence received or issued by any member of the Executive,
and co-ordinate issuance of publicity and promotional material
to members, non-members, media and others.
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G) |
Treasurer:
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The Treasurer
shall be responsible for the financial operations of the Association
and more particularly shall pay all accounts and receive all monies
on behalf of the Association, keep accurate records of all monies
received and disbursed, report at each Executive, regular and
Annual General Meeting, and act as Chairperson of the Finance
Committee.
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H) |
Director,
Player Development:
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The Director
Player Development is operationally responsible for the Bunny
and Novice Programs.
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I) |
Director-at-Large:
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The Director-at-Large
shall be responsible for any special duties assigned by the Executive,
and will provide general assistance to the other Vice Presidents
and Directors as assigned by the Executive.
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J) |
Past
President:
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The immediate
Past President shall remain a member of the Executive for a period
not to exceed one year with full voting privileges and shall act
in an advisory capacity and carry out such duties as are designated
by the Executive. |
Section 4
The Executive of the Association
shall be responsible for the operations of the Association and without
restricting the generality of the foregoing:
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A)
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Shall
be responsible for carrying out the aims and objectives of the
Association,
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B) |
Shall
be responsible for setting the rules and regulations for competition
and play within such levels of play as it shall establish, approve
the placement of teams at these levels and its decision as to
the placement of players and teams, the selection and approval
of coaches and team representatives, and the interpretation of
the rules and regulations shall be final,
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C) |
Shall
appoint such Officials as are required to ensure the proper conduct
of ringette, including those which are set out in these By-Laws,
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D) |
Shall
fix annual registration fees for players and teams as required
and may, as well, provide for additional levies on players and
teams as deemed necessary,
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E) |
Shall
appoint such Standing and Ad Hoc Committees as it deems necessary
for the operation of the Association who shall be responsible
to, and subject to, the direction of the Executive,
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F) |
Shall
appoint a person to fill any Office becoming vacant on the Executive,
as soon as possible, following the time at which the position
becomes vacant, or, where the Association has failed to fill any
Office at its Annual General Meeting, endeavour to fill such office,
as soon as possible, save and excepting the office of Past President
which can only be filled by the person who was Immediate Past
President,
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G) |
Shall
establish procedures for the hearing of all protests and appeals
and shall receive and determine appeals from decisions of any
Committee established by it for such purpose,
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H) |
May suspend
for such time as it deems appropriate, expel or discipline a team
or any member thereof for:
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i) |
Notorious
and continued foul play, unfair, unsportsmanlike conduct, or for
any conduct unbecoming a person or team representing the Association
in any capacity whatsoever, or
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ii) |
Refusing
to accept and obey a ruling (or spirit of the ruling) of the Executive.
and may reinstate any team or member thereof which is under suspension
on conditions which it may determine,
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I) |
May suspend
for such time as it deems appropriate or discipline any coach,
trainer, manager, referee or other official connected with any
organization or association playing in or forming part of the
Association for conduct which is unacceptable to the Executive
including, where applicable, such conduct as referred to in Paragraph
H) hereof, and may reinstate such person on conditions which it
may determine,
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J) |
May declare
vacant an office of the Executive where the person holding that
office is, in the opinion of the Executive, either unable or unwilling
to carry out the duties of that office, provided that in so doing
two-thirds of the remaining members of the Executive vote to support
such action, and
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K) |
Shall
resolve such other problems as may arise in a manner, which is
considered to be in the best interests of the Association and
its members. |
ARTICLE
XII
COMMITTEES
Section 1
Committees may be established
from time to time by the Executive.
Section 2
All meetings are at the
call of the Chairperson of that Committee.
Section 3
If a Chairperson of a Committee
is not present at a Committee meeting, the members present shall elect
a Chairperson for that meeting.
Section 4
A Committee may meet and
adjourn as it thinks proper and questions arising at any meeting shall
be determined by the majority of votes of the members present.
Section 5
Minutes of proceedings shall
be tabled at the next regular meeting of the Association Executive.
ARTICLE
XIII
OFFICIALS
Section 1
The Executive shall appoint
the following Officials who shall assume their respective duties at
such time as designated by the Executive:
A) Referee-in-Chief
(Operations),
B) Statistician
(Operations),
C) Publicity
and Promotion Director (Administration),
D) Registrar
(Administration),
E) Ice Scheduler
(Operations),
F) Equipment
Manager (Operations),
G) Player and Coaching
Development Director (Administration), and
H) Tournament Chairperson
(Operations).
Section 2
The duties assigned to these
Officials shall be those designated by the Executive as so determined
from time to time, in addition to those set out in these By-Laws.
Section 3
These Officials shall hold
these positions until May 31 of the calendar year following the date
of appointment.
ARTICLE
XIV
DUTIES OF OFFICIALS
Section 1
The duties of the Officials
are as follows:
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A)
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Referee-in-Chief:
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Shall
be responsible for the appointment of referees for all games sponsored
by the Association and as well for the development and training
of referees.
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B) |
Statistician:
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Shall
compile team standings and related statistics and be responsible
for placing periodically in all Gloucester-Cumberland arenas the
most recent standings of teams involved in the various divisions.
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C) |
Publicity
and Promotion Director:
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Shall
promote and publicize ringette and interface with the media.
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D) |
Registrar:
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Shall
be responsible for the registration of all players, teams and
organizations with the Association as well as with the Ontario
Ringette Association and Ringette Canada, where required.
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E) |
Ice Scheduler:
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Shall
be responsible for allocating ice time for games and practices
for regular season play and playoffs, and shall with the President
or Vice President Operations, negotiate and obtain a fair ice
allotment for the various Association programs.
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F) |
Equipment
Manager: |
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Shall
be responsible for storage and maintenance of all Association
equipment.
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G) |
Player
and Coaching Development Director:
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Shall
be responsible for organizing and administering coaches or player
development clinics and schools and will attempt to create as
many programs as possible to upgrade the skills of both coaches
and players.
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H) |
Tournament
Chairperson:
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Shall
be responsible for organizing and administering the tournaments
approved by the Executive. |
ARTICLE
XV
MEETINGS
Section 1
Subject to compliance with
Section 293 of the Act, the Annual Meeting of the members shall be
held at such place on such date and at such hour as the Executive
shall determine each year, provided that such Annual Meeting shall
be held between April 1 and May 31.
Section 2
At least seven (7) days
notice of the meeting shall be given to members of the Association
by public notice.
Section 3
A General Meeting may be
called by the Directors or by the Executive or by a request of at
least fifty (50) people who are eligible to vote at an Annual Meeting.
Such a request shall be in the hands of the President at least fifteen
(15) days prior to the proposed meeting date.
Section 4
The presence of thirty (30)
members at an Annual or General Meeting shall be deemed to constitute
a quorum for the transaction of any business.
Section 5
The order of business at
each Annual Meeting shall be as follows:
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A)
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Call
to order
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B) |
Reading
and adoption of the minutes of the previous Annual Meeting and
any subsequent General Meetings
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C) |
Treasurer's
report
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D) |
Registrar's
report
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E) |
President's
report
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F) |
Committee
reports
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G) |
Amendments
to By-Laws
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H) |
Election
of Directors
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I) |
New Business
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J) |
Adjournment |
Section 6
All Executive meetings shall
be at the call of the President. If, for any reason, an Executive
meeting has not been called by the President within two (2) weeks
after being requested by five (5) members of the Executive, a meeting
may be called under the Chairmanship of the Vice President Administration.
Section 7
Subject to such By-Laws
as are adopted by the Association, the Directors, Executive, all Committees
and the Association in the conduct of all its meetings shall establish
such rules of procedure as are necessary for the conduct of any meetings.
Section 8
In the absence of rules,
Roberts Rules of Order shall be used as a guide in making any determination
in the conduct of any meeting.
Section 9
All votes shall be determined
by a majority of those voting, subject to such other rules as are
established.
Section 10
The Chairperson of any meeting
may vote on any matter or motion being considered.
Section 11
No member shall be entitled
to vote at any meeting of the Association unless he has paid all dues
or fees, if any, then payable by him.
ARTICLE
XVI
ELECTIONS
Section 1
Only a member of the Association
may nominate a person to stand for election to the Board of Directors
or a Committee of the Association or the Executive.
Section 2
Only a voting member may
stand for election to the Board of Directors or a Committee of the
Association or the Executive.
Section 3
An election of Directors
at an Annual General Meeting shall not result in there being more
than three Directors on the Board of Directors who are involved in
any one age level, in any capacity, without the approval of the Executive
of the GCRA.
Section 4
A member must be present
at the meeting at which an election is being held to vote thereat.
ARTICLE
XVII
NOTICES
Section 1
Any notice or other document
required by the Act, the Regulations, the Letters Patent, Supplementary
Letters Patent (if any) or by the By-Laws to be sent to any member
or Director or to the auditor shall be delivered personally or sent
by prepaid mail or by such other means as may be set out in these
By-Laws, to any such member or Director at his latest address as shown
in the records of the Association and to the auditor at his business
address, or if no address be given therein then to the last address
of such member or Director known to the Secretary provided always
that notice may be waived or the time for the notice may be waived
or abridged at any time with the consent in writing of the person
entitled thereto.
ARTICLE
XVIII
BANKING
Section 1
Banking arrangements shall
be made with such organizations, which in the opinion of the Executive
will meet the requirements of the Association.
ARTICLE
XIX
SIGNING AUTHORITY
Section 1
In all banking arrangements,
the Treasurer shall have signing authority, countersigned by one of:
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i) |
The President,
or |
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ii) |
The Vice
President Administration, or |
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iii) |
The Vice
President Operations. |
Section 2
The President, and such
other person or persons as designated by the Executive, shall have
signing authority on all other matters.
ARTICLE
XX
RECORDS AND REPORTS
Section 1
The Association at its Annual
General Meeting shall appoint an auditor to audit the financial statements,
and such other records as exist of the Association for the year, and
where such appointment is not made, the Executive shall make same
no later than thirty (30) days following the end of the year.
Section 2
The Treasurer shall prepare
an interim financial report for presentation at the Annual General
Meeting and shall prepare the financial statements and have them ready
for audit no later than thirty (30) days following the end of the
year, and shall make available to the auditors all such books and
records which are in the possession or under the control of the Treasurer.
ARTICLE
XXI
AMENDMENTS TO THE BY-LAWS AND RULES AND REGULATIONS
Section 1
The By-Laws shall only be
amended at an Annual or General Meeting by a vote of two-thirds of
the members present.
Section 2
The Rules and Regulations
shall only be amended by a two-thirds vote of the members of the Executive
present at a meeting thereof.
Section 3
Notice of Amendments must
be given to the Secretary in writing:
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A) |
In respect
of the By-Laws, by any member of the Association, thirty (30)
days prior to an Annual or General Meeting, and
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B) |
In respect
of the Rules and Regulations, by a member of the Executive at
a meeting of the Executive prior to the meeting at which the amendments
will be voted upon. |
Section 4
The Executive shall review
the Rules and Regulations annually and no later than three months
after the Annual General Meeting.
This Page Last revised: 26 September,
2003
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