Constitution

ARTICLE I – NAMES AND OBJECTIVES

Section 1. Name

1.1 The corporation shall be known as “ST. ANDREWS COMMUNITY CLUB”, hereinafter referred to as “Community Club”.

Section 2. Objectives

2.1 To promote, develop, and provide recreational activities for the total well being of the community.

ARTICLE II – BOUNDARIES

Section 1. Boundaries

1.1 The boundaries of the club shall be the boundaries of the R.M. of St. Andrews, and shall encompass all residents who pay taxes to the R. M. of St. Andrews.

 

ARTICLE III – MEMBERSHIP

Section 1. Fees

1.1 Applicable non-resident fees, membership fees, registration fees shall be due and payable as specified by the Board of Directors. For liability purposes, all fees must be paid prior to participation.

Section 2. Transfer of Membership

2.1 Members are prohibited from assigning their membership in the Community Club. Members may withdraw or resign from the Community Club by giving written notice to the Secretary.

ARTICLE IV – OFFICERS / BOARD OF DIRECTORS

Section 1. Officers

1.1 The business and affairs of the Community Club shall be managed by five officers: President, 1st Vice President, 2nd Vice President, Treasurer, and Secretary and a Board of Directors consisting of a maximum of 20.

1.2 Members of the Board shall serve without remuneration.

1.3 Any member of the Board of Directors, who resigns from the Board in writing, will cease to be a Board member. At the next Annual General Meeting, they can be nominated and if elected can return to the Board at that time.

Section 2. Past President

2.1 The Past President shall serve in an advisory capacity to the Board of Directors for a term of two years from leaving office and shall have full voting privileges during this period. The Past President shall not be included in the maximum allowable number of Directors.

2.2 Should the President tender his/her resignation in writing, this precludes that person from assuming the role of Past President.

Section 3. Officer Responsibilities

3.1 President – Chairs the Board and Annual General Meetings; provides direction to Officers and Board members in the performance of their duties; acts as a good will ambassador and spokesperson; ex-officio member of all Community Club Committees or Executives; cannot hold an officer position on any other Community Club Standing Committees or Executives.

3.2 Past President – Serve in an advisory capacity to the Officers/Board of Directors;

3.3 1st Vice President – Assumes the duties and responsibilities of the President in his/her absence; be prepared to run for president; performs special duties as assigned by the President; ex-officio member of all Community Club Committees or Executives; cannot hold an officer position on any other Community Club Standing Committees or Executives.

3.4 2nd Vice President – In the absence or disability of the President and 1st Vice President, the 2nd Vice President assumes the duties and responsibilities of the President; performs special duties as assigned by the President; ex-officio member of all Community Club Committees or Executives; cannot hold an officer position on any other Community Club Standing Committees or Executives.

3.5 Treasurer – Maintain a record of all monies received and paid out for the Community Club; deposit all funds as such in accordance with Board policy; prepare and co-sign all cheques approved in excess of $5.00; prepare and present monthly financial statements at each Board meeting; present at the Annual General Meeting to the general membership, the financial statements showing related expenditures for the current year; prepare a yearly budget cooperatively with each of the appropriate committees; other duties as assigned by the President; ex-officio member of all Community Club Committees or Executives; cannot hold an officer position on any other Community Club Standing Committees or Executives.

3.6 Secretary – Issue notice of all Board and Annual General Meetings; record all proceedings of the Community Club; provide copies of minutes to all members in attendance; maintain a roll of active members; handle all incoming and outgoing correspondence for the Board; other related duties as assigned by the President; ex-officio member of all Community Club Committees or Executives; cannot hold an officer position on any other Community Club Standing Committees or Executives.

ARTICLE V – ELECTION OF OFFICERS / DIRECTORS

Section 1. Elections

1.1 The President of the Community Club at the Annual General Meeting shall appoint for the election process, one individual to conduct the elections and one scrutineer.

1.2 Nominations for the position of President, 1st Vice President, 2nd Vice President, Treasurer and Secretary must be sought from any eligible member who is on the present Board of Directors.

1.3 Nominations for the positions of all other Directors may be sought from any eligible member prior to the Annual General Meeting.

1.4 Nominations of individuals not in attendance (due to extenuating circumstances) may be presented from the floor provided the nominee has indicated his/her willingness to serve. Such intent will be accepted only in written form by the nominee.

1.5 When more than one name is nominated for one office, election shall be by secret ballot.

1.6 The positions of President, 2nd Vice President, and Secretary shall be elected in alternating years to the positions of 1st Vice President and Treasurer. Officers shall take office immediately following the Annual General Meeting.

1.7 Directors shall be elected by nomination from the floor at the Annual General Meeting. There will be no maximum number of nominees. Elections will take place by secret ballot only if there are more nominees than director positions.

1.8 The position of the following Directors: Canteen, Bingo, Figure Skating, Hockey and Summer Sports shall automatically serve on the Board of Directors with full voting privileges. The positions of Director for Figure Skating, Hockey, and Ringette, to be appointed by their own respective Board of Directors. The positions of Director for Canteen, Bingo, and Summer Sports shall be elected by the membership at the Annual General Meeting.

Section 2. Term of Office

2.1 At the Annual General Meeting, Officers shall be elected on a rotating basis for a two-year term, or until their successor has been selected.

2.2 Directors shall be elected at the Annual General Meeting for a one year term.

Section 3. Vacancy

3.1 If the position of President becomes vacant during the term of Office, the 1st Vice President shall automatically assume all responsibilities associated with the position of President

3.2 If both the President and 1st Vice President positions become vacant during the term of Office, the 2nd Vice President shall automatically assume all responsibilities associated with the position of President.

3.3 Any other Officer vacancy shall be filled from within the existing Board of Directors with a majority vote of Directors.

3.4 The Board may as required, at any time throughout the year, and with a majority vote, appoint an individual to fill a Director vacancy and/or to fulfill the maximum allowable number of Directors.

Section 4. Authority

4.1 The Officers and Board of Directors shall have full power to make from time to time such rules, regulations or policies for the management of the Community Club that are consistent with the Letter Patent Incorporation, the By-Laws and the Constitution of St. Andrews Community Club.

ARTICLE VI – COMMITTEES

Section 1. Committees – Standing, Special, Ad Hoc

1.1 The Board of Directors shall at its first meeting immediately following the Annual General Meeting, appoint Chairs of Committees from amongst the members of the Board.

1.2 Standing Committees status is given to Figure Skating and Hockey.

1.3 All Committees shall be responsible and accountable to the Board of Directors.

1.4 The Committees constituted and appointed shall serve during the year of their appointment, or until their successors are appointed. In the event of a vacancy occurring in any Committee, the vacancy shall be filled from within the Board of Directors.

1.5 Each Standing Committee President, or designate, shall attend all Board of Directors meetings.

1.6 No Committee, Standing, Special or Ad Hoc shall expend any money, other than normal monthly operating expenses, or emergency operational expenses, of the Community Club, or bind the Community Club, or pledge its credit or enter into any contracts or purchase commitments, beyond the sum of $500.00 without the express authority of the Board of Directors. In the event of violation, liability rests with the Committee member who authorized the expenditure.

1.7 The Community Club Board of Directors has the ultimate governing authority over all Standing Committees.

1.8 The Community Club Board of Directors can assume control over the Standing Committee, by way of a majority vote, and designate our Officers and Constitution to be the ruling authority of that Standing Committee.

1.9 All financial records and reports of the Committees shall be submitted to the Board Treasurer upon request.

ARTICLE VII – MEETINGS, VOTING, AND ETHICS

Section 1. Meetings

1.1 Meetings of the Officers and Board of Directors shall be held once a month, at such a time and place as deemed by the Board of Directors at the 1st meeting immediately following the Annual General Meeting. A quorum must be present to constitute a legal meeting.

1.2 The President or other officer acting in his stead, shall have full power and authority to call a special meeting of the Board at any time or at the written request of any three members of the Board providing 72 hours notice is given to the Secretary.

1.3 Monthly meetings can be changed only if the President and one Officer notify a change to the Secretary, at least 7 days prior to the meeting.

1.4 All meetings shall be conducted under the “Roberts Rules of Order”.

1.5 Committee meetings will be scheduled on an ad hoc basis at the call of the Committee Chair.

1.6 Any Delegation requesting presentation time of the Officers and Board must do so in writing to the Secretary two weeks prior to the requested scheduled meeting date.

1.7 All Committees will be required to report, either verbally or by written report, at each scheduled Board meeting.

1.8 Any member missing three consecutive meetings without notice to the Secretary, with consideration being given to extenuating circumstances, will be considered as having resigned.

1.9 Any Officer or Director may be removed from the Board upon a 75% majority vote of the Board.

1.10 a) The Annual General Meeting will take place prior to May 30th.

b) At the Annual General Meeting of the Community Club, the following format shall be the order of business:

1) Reading of the Minutes of the previous Annual General Meeting.

2) President’s report.

3) Treasurer report.

4) Appointment of Auditor (if applicable).

5) Committee reports.

6) Correspondence.

7) Award presentations.

8) Amendments to the Constitution.

9) Election of Officers and Directors.

10) Adjournment.

Section 2. Quorum

2.1 A simple majority of the Board of Directors/Officers shall constitute a quorum for the transaction of business. At least 2 officers must be present.

Section 3. Voting

3.1 All questions arising at any meeting of the Officers/Directors shall be decided by a majority vote. A motion shall be carried when the majority of the Directors present, vote for the question; otherwise the motion shall be lost. The President or his stead shall vote only in the event of breaking a tie.

3.2 Only resident members in good standing, with a current membership, will be eligible to vote at the Annual General Meeting.

3.3 No member shall vote by proxy at any meeting of the Board of Directors, or any Community Club Committees.

3.4 A resolution in writing signed by all members of the Board shall be valid and effectual as if it had been passed at a meeting of the Board of Directors duly called and constituted.

Section 4. Ethics

4.1 Conduct of the Board members should always be held to the highest personal, professional and moral standards. It is expected that individuals on the Board will act in a most tactful and professional manner at all times with respect to the Community Club and it’s Board’s management, the Committees, its membership, and the public alike.

4.2 When issues are in conflict of interest, a member of the Board should make clear the position of conflict to the Board and exclude himself or herself or ask for consideration by the Board of this conflict.

4.3 By accepting a position on the Board, members will agree to abide by the Constitution, during and after Board meetings.

4.4 Confidential information, reports, or sensitive issues, discussed at a Board meeting shall remain private and confidential.

4.5 Any information gained by virtue of a member’s position on the Board shall not be used to the detriment of the Community Club, its members, or related parties.

4.6 Article VII, Section 4, Sub-section 4.1, 4.2, 4.3, 4.4, and 4.5 shall also pertain to all Committees, Community Club Coaches, Volunteers, and Contract positions.

ARTICLE VIII – MISCELLANEOUS

Section 1. Miscellaneous

1.1 The Community Club shall be open for such days and during such hours as may be affixed by the Board of Directors.

1.2 Each member shall be personally liable to the Community Club for all injury or property damages of the Community Club caused by him/her or by any member of his/her family.

1.3 All complaints/concerns regarding employees/contract staff shall be directed to the Officers of the Community Club.

1.4 The colors of the Community Club shall be red, white, and blue.

1.5 All Officers/Board members shall be excused from any proceedings involving a conflict of interest. The decision to be excused involving a Board member shall be decided by majority vote.

1.6 The Community Club supports the recognition of the “Fair Play Rules”.