Club Constitution and By-laws
Club Name: Glencoe Skating Club Incorporation Date: November 19, 1986
Constitution Revision Date: April 19, 2016
P.O. Box 781 Glencoe, ON NOL lM0
CONSTITUTION OF THE
Glencoe Skating Club
November 19, 1986
Date of Incorporation
April 19, 2016
Date of Revision to Constitution
Club Number 1000359
ARTICLE 1: NAME OF CLUB
The Name of the Club shall be Glencoe Skating Club hereinafter called the Club. (Previously known as Glencoe Figure Skating Club as passed at May 6, 2003 Annual General Meeting.)
ARTICLE 2: SKATE CANADA
- A not-for-profit figure skating or skating club, or the figure skating or skating section of a not for-profit club, that is a member of Skate Canada and is managed by a volunteer board of directors for the general purpose of providing Skate Canada figure skating or skating programs for Skate Canada members [Skate Canada By-law 1100 (3)].
- The Club shall pay such fees and such other charges as shall be required of clubs from time to time by Skate [Skate Canada By-law 1201(1) (c) (ii), 1201 (1) (c) (viii) and 1201 (1) (c) (ix)].
- The Club shall abide by all Skate Canada By-laws, rules and regulations as per Skate Canada By law 1201(1) (c) (iv).
- The Club is located in the Western Ontario Section of Skate Canada. See Skate Canada By-law 1503 for definition of
ARTICLE 3: PURPOSE OF THE CLUB
- a) The purpose of the Club shall be to encourage the instruction, practice, enjoyment and advancement of its members in all aspects of skating in accordance with the Rules, Policies and Procedures of Skate
- The Club, with regard to any aspect of its operation, is to be managed and operated by eligible persons who are duly registered as Associate Members of Skate Canada [By-law 1201 (1) (c) (iv)] The Club shall protect the eligibility status of its members. The Club shall not take or omit any action that would knowingly jeopardize the eligible status of its
- The Club shall operate only Skate Canada figure skating and skating programs. Executive and Board Members are mandated to use the Skate Canada logo in any and all publications (see Skate Canada Policies and Procedures in the Official Rulebook - Skate Canada Logos).
- Only Skate Canada Professional Coaches are permitted to teach figure skating and skating in the
ARTICLE 4: BY-LAWS OF THE CLUB
- The By-laws, appended to this Constitution, shall describe the organization and functions of the Club and the means by which members of the Club may elect the Club Board of Directors and control the property and activities of the
- The By-laws, Rules and Regulations of Skate Canada and those of the Section in which the Club operates shall take precedence over any Club By-laws [Skate Canada By-law 1201 (1) (c) (iv)].
- Any Club By-law contrary to the By-laws, Rules and Regulations of Skate Canada and those of the Section shall be invalid. It is acknowledged that any provincial statute governing a Club has precedence over any inconsistent Skate Canada by-law relating to that [Skate Canada by law 1201(1) (c) (iv).]
BY-LAWS OF THE GLENCOE SKATING CLUB
By-law 1: Club Membership
Membership in the Club shall be open to all, irrespective of sex, age, creed or colour.
By-law 2: Skate Canada and Club By-laws, Rules and Regulations
All members shall uphold, observe and conform to the By-laws, Rules and Regulations of Skate Canada, the By-laws of the Club and such regulations as made by the Board of Directors of the Club.
By-law 3: Membership Fees
Members of the Club shall be registered with Skate Canada and pay such registration and other fees to Skate Canada as set from time to time by Skate Canada. (See Skate Canada By-law 1201 (1) (c) (ix), Skate Canada By-law 1202 (1) (a), Rule 2101, Policies and Procedures.)
By-law 4: Member in Good Standing
For a member of the Club to be considered in good standing with the Club, that member must pay Club fees as are stipulated by the Club Board of Directors in advance of the membership year in question. Members will not be permitted to take part in any Club activities if these fees are not paid within 21 days of the date set for payment, or if satisfactory arrangements have not been made between the member, Treasurer and President. Members in arrears shall be considered as having terminated their club membership.
By-law 5: Setting of Club Fees, Rules and Skating Hours
Fees, skating rules and skating hours of the Club shall be as the Board of Directors determined on an annual basis, following confirmation of coaching and ice fees for the upcoming season. Synchronized Skating Fees shall also be determined by the Board of Directors and have proper consideration for ice time, coaching fees, competition fees and any other expenses that are expected to be incurred over the season (September 1 to August 31 of a particular year). Finances for Synchro shall be kept track of separately and shall increase or decrease to reflect fundraising and/or sponsorship options. The Club's Synchronized Skating Policy shall be reviewed and updated on an annual basis by the Board of Directors. Club membership shall commence on the first day of the Skate Canada membership year, 1 September, or the date that fees are paid (whichever is the latter) and terminate on the last day of the Skate Canada membership year, 31 August. Coaches may be approached for input and/or suggestions, but the Board of Directors has the final collective decision.
By-law 6: Suspension and Expulsion from the Club
The Board of Directors may suspend or expel a member of the Club for acting contrary to the By-laws, Rules and Regulations of Skate Canada or of the Club. The Club Board shall develop a suspension and expulsion policy in accordance with the Skate Canada Complaint, Suspension and Expulsion Policy and Procedure that contains a provision for suspending or expelling of any member of the Club from such membership on terms and conditions that are deemed appropriate and necessary by the Club Board of Directors. This policy shall be approved by the Club Board of Directors annually and it shall be in writing and made available to all members in advance of its implementation. This policy must include an appropriate hearing and appeal process, which includes principles of due process, an appropriate reinstatement application process and an appropriate graduated series of disciplinary measures. [See
Skate Canada By-law 1204.] All members shall read and sign the Skate Canada "Parent Code of Conduct". The club secretary will carry out this action and retain an annual list and keep, at minimum, an electronic copy to be included as part of the skater's record.
By-law 7: Classes of Club Membership
The classes of membership, eligibility and privileges shall be as follows:
- Individual membership: Non-skating members who have paid the fees as set by the club and are Associate Members of Skate Individual members of legal age of 18 shall be entitled to one vote at each Annual General Meeting and Special Meeting of the Club.
- Active Membership: All eligible skaters who participate in a Club Skating Program and who have paid the fees as set by the Club and are Associate Members of Skate Canada. All Active Members of the legal age of 18 shall be entitled to one vote at each Annual General Meeting and Special Meeting of the Club. (Underage Active Members have no vote but may be represented by Special Members) [Note that if rights and privileges differ between members of different Skating Programs, this differentiation must be clearly ]
- Special Membership: Parent or guardian of legally underage Active Members who have paid the fees as set by the Club and are Associate Members of Skate Canada.
- Partial Membership: All eligible skaters who are Associate Member or Restricted Member of Skate Canada through another Home Club and have paid a reduced fee as set by the Club (session fees, less Club Administration Fee which includes Skate Canada The conditions under this partial membership are:
- May not hold office
- May have a voice but no vote at meetings
- May attend and participate in all club activities and functions
- Are eligible to be recipients of Glencoe Skating Club awards
- Honorary Membership: The Annual Meeting of members may elect any person an Honorary Member of the Club. An Honorary Member shall be exempt from Club dues (but not Skate Canada dues) and shall not vote at meetings of the Club unless otherwise qualified. They may have a voice at the meetings of the
- Restricted Membership: A restricted member is an individual who is a paid employee (of the Club, Section or Association), a non-active coach, a performing professional skater or a professional dance partner. A restricted member is not permitted to hold elected office, may not vote at meetings, is not permitted to compete in competitions and is not permitted to officiate at tests or competitions. [See Skate Canada By-law 1201(1) (c) (xi), By-law 1202 (2) and Rule ]
- Active Member (Non-Voting right or Restricted Voting Rights) - An active member (Non-voting rights) is a member who meets the following criteria. This includes a class of membership with restricted voting rights. [Skate Canada By-law 1201(1) (c) (i) and 1202 (1) (e)]
By-law 8: Liability
The Club shall not be responsible for any damages, injury or loss of property to any member, guest or visitor to the Club regardless of the reason or nature of such damage, loss or injury. Every member, guest or visitor shall use the Club facilities at his or her own risk. The Club shall participate in the Skate Canada Club Liability and Member Accident Insurance programs [Skate Canada By-law 1201 (1) (c) (viii)].
By-law 9: Members of Board of Directo rs, Com m itt ees and Club Delegat e to Skate Canada
The members of the Board of Directors, members and Chairs of committees, and the Club Delegate to Skate Canada must be members in good standing of the Club, be registered as Associate Members of Skate Canada, be of legal age and be eligible persons (with the exception of the Coaching Representative) as defined by Skate Canada Rules.
By-law 10: General Management of the Club
The general management of the club shall be vested in a Board of Directors consisting of: immediate Past President (only where applicable), President, Vice-President, Secretary, Treasurer, Bingo Chair, Test Chair/CanSkate Coordinator, two Carnival Directors, two Pop Concert Directors, two Fundraising Event #1 Directors, and two Fundraising Event #2 Directors. A Coaching Representative will be selected by the coaches of the given season. All of the above, except for directors shall be elected for two-year terms at the Annual General Meeting. Directors are elected annually. The Past President shall be ex-officio and shall hold office until a new President has been duly elected. Appendix 1 provides a list of duties for each position.
Elections shall be as follows:
Two-year term (odd years)
- President (See By-Law 15)
- Vice President – The Vice President shall be responsible for the securing the Nominating Committee, as it pertains to By-law
- Test Chair/CanSkate Coordinator
Two-year term (even years)
- Treasurer (See By-Law 16)
- Secretary (See By-Law 17) - The Secretary shall be responsible for the securing the Nominating Committee, as it pertains to By-law
- Bingo Chair - to carry out all necessary procedures and communication necessary to stay in good standing with the Ontario Lottery and Gaming Corporation (OLG) and follows By-Law 16 as it pertains to reporting and financial records.
One-year term (annually)
- All Director positions
An individual is acclaimed into a position where no vote is necessary (only one person running/nominated) by the Secretary casting a single ballot, unless the Secretary is the one being voted in. Where two-year term is not completed, an individual may be elected and hold office for the remainder of that term, as outlined above. The coaching representative shall be elected as per Skate Canada by-laws.
By-law 11: Holding of Board of Directors Office
The Board of Directors shall hold office until the close of the meeting at which their successors have been duly elected. Any member of the Board of Directors may be removed by the members by a 2/3 majority vote at a Special General Meeting duly called for that purpose.
By-law 12: Voting at Board of Directors Meetings
A quorum of the Board of Directors shall consist of 50% plus one members of the Board of Directors, including the Chair. NOTE: Questions arising at any meeting of the Board of Directors shall be decided by a majority of votes. The meeting chair may vote only when the vote would change the result. Therefore the chair may vote to break a tie and thus pass the motion or to create a tie and thus defeat a motion. A majority of the Board of Directors shall form a quorum. [Skate Canada By-law 1420 (5)]
By-law 13: Board of Directors Vacancies
Casual vacancy occurring between any Annual General Meetings of the Club may be filled until the next annual General Meeting by a majority vote of the remaining members of the Board of Directors or in the case of the Coaching Representative, by the coaching staff.
By-law 14: Board of Directors Member Absenteeism
If a Board of Directors Member is absent for more than three consecutive scheduled Board of Directors meetings, without good cause and/or without prior notification of their absence to the Chair or Secretary, then that office may be declared vacant by a majority vote of the Board of Directors.
By-law 15: Role of President/Vice-president
- The President shall act as Chair of all Board of Directors and general meetings. President to assume role of Registrar for the Club, receive and respond to electronic inquiries, and ensure compliance of the members of the Club. In his/her absence, the Vice-president will fill this
- The Club's Vice-president shall assume the role of Test
- The Vice-president shall be responsible for the securing the Nominating Committee, as it pertains to By-law 37 in odd number years (i.e. Spring of 2015).
- Both the Treasurer and Secretary shall retain mail keys and shall assume the role of retrieving mail and reporting on incoming
By-law 16: Role of Treasurer
The Treasurer shall be responsible for the safe control of all Club funds, for preparing and submitting to the Board of Directors on a monthly basis an annual budget and keeping such records as are required for financial review. The Treasurer is also responsible for arranging for an unaudited annual financial statement. Any two of the President, the Vice-president and the Treasurer shall sign all cheques and legal documents. Note: It is recommended that the Treasurer be one of the signatories. The same By law applies to Bingo Chair, having any two of the President, the Vice-president, Treasurer and the Bingo Chair. Note: it is recommended that the Bingo Chair be one of the signatories. The Treasurer shall be responsible for obtaining mail and distributing accordingly. The Treasurer shall receive and record all payments made to club, with the exception of the Bingo account. The Treasurer and Secretary shall assume the role of retrieving mail and distributing in a timely manner.
By-law 17: Role of Secretary
The Secretary shall deal with all written correspondence, subject to the approval of the President or his/her delegate, shall issue all notices for Board of Directors and general meetings, shall take minutes at all meetings, and shall be responsible for submitting to Skate Canada and the Section such reports as are required by Skate Canada rules and other regulations. He or she shall also assume the responsibility of submitting other forms of correspondence as deemed necessary by the Board of Directors. He or she will be provided with a mail box key in order to obtain mail in the event that the Treasurer is not available. The Treasurer and Secretary shall assume the role of retrieving mail and distributing in a timely manner. The Secretary shall be responsible for the securing the Nominating Committee, as it pertains to By-law 37.
By-law 18: Committees - President as ex-officio member The President shall be an ex-officio member of all committees. By-law 19: Committees - Appointment
The President shall appoint standing Committee Chairs who shall look after duties assigned to them. All Committee Chairs must submit the names of their Committee members to the President for approval. Any additions or deletions to such committee(s) shall also be submitted. Committee Chairs will be provided with Club Policies and/or Procedures as they pertain to the committees; who is responsible for providing such to those committee members. The Board of Directors shall implement and/or change such Polices and/or Procedures as necessary.
By-law 20: Committees: Eligibility to Serve
All Club Board of Directors and members of Committees shall be eligible persons and shall be of legal age (18 years). They must be members in good standing of the Club and be Associate Members of the Association. Skate Canada By-law 1201(1) (c) (ii).
By-law 21: Rules of Order
Rules of order for all meetings, General and Board of Directors, shall be as outlined in Robert's Rules of Order in all cases in which they are applicable and consistent with the By-laws or special rules of the Association (Skate Canada By-law 1603).
SKATE CANADA CLUB DELEGATE AND REGION COUNCILLORS
The Club Delegate to Skate Canada and/or the Section shall be appointed annually by the Board of Directors. The Delegate need not be a member of the Board of Directors. The Section and/or Skate Canada National Office shall be advised of the appointed delegate's name. The Club shall appoint a Councillor and an alternate Councillor to serve on the Region Council as required by the By-laws of the Region Council. The delegates and councillors shall report on activities at these meetings and shall be entitled to receive compensation for pre-approved expenses related to attendance at required meetings.
ANNUAL GENERAL MEETING
By-law 23: Timing, Quorum, Special Meeting Request
An Annual General Meeting shall be held within 45 days of the close of the March 31 fiscal year. Other general meetings may be held from time to time upon the request of the Board of Directors or upon written request of 10% of Club Members. A quorum for an Annual General Meeting or Special Meeting shall be 10% of the eligible-voting members. [Skate Canada By-law 1201 (1) (c) (i) requires that each club hold an annual meeting.
By-law 24: Written Notice
Written notice of all Annual General Meeting and Special Meetings shall be provided fifteen days in advance to each eligible voting member. The notice shall include the time and place of the meeting, the agenda, and full details of any proposed amendments to these By-laws (Constitution).
By-law 25: Voting on Club Elections
Voting on Club elections shall be by secret ballot and a simple majority shall elect a candidate. Where only one individual is nominated <provided that individual accepts>, he or she shall be acclaimed into position, and no ballots will be necessary. Simple majority shall elect that candidate by show of hands. Voting on other matters may be by a show of hands. Where/when no election is required, all positions shall be acclaimed by the Secretary/Treasurer casting a single vote.
By-law 26: Eligibility to Vote
Voting for Club elections or on any matters pertaining to skating shall be restricted to eligible Club members who are registered as Associate Members of Skate Canada and are eighteen years of age, to the Club Coaching representative(s) and to Special Members of the club voting on behalf of their underage children (who are members of the Club and registered as an Associate Member of Skate Canada). Special Members shall be restricted to one vote per family regardless of how many children are in the family.
By-law 27: Order of Business
The order of business at an Annual General Meeting of the Club shall be as follows:
- Reading of the Notice of Meeting
- Approval of Agenda
- Minutes of the preceding General/Special meeting
- Confirmation of the actions taken by the Board of Directors
- President's Report
- Vice President's Report (including Synchro Report, Test Chair Report)
- Secretary's Report
- Treasurer's Report (Annual Financial Statement)
- Other Reports (including, but not limited to Bingo Chair Report, Bluewater Report, Fundraising Report, Bingo Caller Report)
- Election of Board of Directors
- Amendments to the Constitution and By-laws
- Appointment of Auditors (as applicable)
- New Business
By-law 28: Right to Submit. Process for Submitting
Any member of the Club, in good standing, may propose an amendment to the Constitution or bylaws of the club. This proposal must be submitted in writing to the Club Board of Directors. The proposed amendment will be presented to the Annual General Meeting or Special Meetings. All amendments must be submitted at least seven days before the respective meeting. No amendment to the Constitution or By-laws of the Club shall be accepted from the floor at any meeting. The current Constitution shall be made available to membership on request, at registration or fifteen days prior to the AGM; or any combination of the three.
By-law 29: Interim Amendments
By-laws may be enacted or amended by a majority vote (50% plus 1) of the Board of Directors whenever required. Such By-laws or amendments must be presented at the next General Meeting for ratification by the members. If they fail to be ratified, they will cease to be effective and may not be re-enacted by the Board of Directors for one calendar year. The secretary will duly compile a list over the duration of the season to be presented along with any other proposed Constitutional amendments or changes as per By-law 24.
By-law 30: Voting of Amendments
Any amendment, to be accepted or ratified, must pass by a vote of 2/3 of those eligible to vote and present at an Annual General Meeting of the Club. Prior to voting on such changes, a motion will be passed to determine the number to the 2/3 requirement, provided By-law 23 is met.
By-law 31: Effective Force of Amendments to By-laws
All amendments to the By-laws, upon receiving approval of any general or special meeting of members and upon approval of the provincial government, (if applicable) shall come into force immediately or on a date specified for same. All such amendments shall be submitted to Skate Canada. Skate Canada reserves the right of refusal of any amendment. Such refusal shall only be made if the intent of such amendment is to violate, in principle or spirit, any Skate Canada Rule and/or By-law.
The Treasurer shall deposit all funds of the Club in such banks or other institutions as may be designated by the Board of Directors. The Bingo Chair shall deposit all Bingo funds of the Club in the Bingo Account or other institutions as may be designated by the Board of Directors.
All disbursements of club funds shall be by cheque or other auditable document. Signatories are not permitted to sign their own reimbursement cheques.
An accountant designated by the Board of Directors shall prepare a compilation statement of the financial transactions of the Club (each year):
- every three (3) years;
- when a new treasurer is elected
The financial statements shall be made available to the membership of the Club. Bingo Chair to comply with the same By-law.
By-law 35 Dissolution
In the event that the club ceases to exist, the net assets from liquidation shall go to Southwest Middlesex Parks & Recreation Board.
All committees only stand if deemed necessary by Board of Directors. Committees listed below are the most likely 'Standing' Committees that a Club will require. Terms of reference for each Committee shall be approved by the Club Board of Directors.
By-law 36: Finance Committee/Chair
This Committee shall be responsible for preparing the Club's annual budget and supervising the finances of the Club including the presentation of an independently reviewed annual statement of revenues and expenditures to its members.
By-law 37: Nominating Committee
It is the Past President's role to run the Nominating Committee unless such position is not filled. In this case, the Nominating Committee will then be ran by the Vice-president (on even-numbered years) and the Secretary (on odd-numbered years). Should both the Secretary and Vice President positions be up for nomination, the President will assume the role of the Nominating Committee. Nominations will be requested when notification of the AGM is made the month prior to the meeting. Any member in good standing may nominate by a written submission to the nominating committee at least three days before the Annual Meeting. Each nominee must indicate acceptance in writing prior to the commencement of elections. Nominations from the floor at the Annual Meeting will not be accepted, unless a position becomes vacant by way of a member declining the nomination or election or by stepping down from position currently being held, or if no individual was nominated for a particular position, at which point the Committee will declare a vacancy.
By-law 38: Membership Committee/Chair
This committee is responsible for promoting and developing membership in the Club and for ensuring submission of Club and member registrations to Skate Canada.
By-law 39: Skating Programs Committee/Chair
In consultation with the Club coaching staff, the Committee shall coordinate and oversee implementation and delivery of all Skate Canada skating programs including, but not limited to CanSkate, CanPowerSkate, Synchronized Skating, STARSkate, Competitive Skate, and Talent Identification and Development. Reporting to the Skating Programs Committee is the Recreational Skating Programs Sub-committee.
Note: Special Program Sub-committees, as deemed necessary by the club, for different reasons, may be formed, as the needs of the Club arise and change. These Sub-committees may include, but are not limited to:
- Carnival/Ice Show Committee/Chair
- Ice Committee/Chair
- Test Committee/Chair
- Music Committee/Chair
- Club Competition Committee/Chair
- Synchronized Committee/Chair
- Recreation Program Committee/Chair
- Golf Tournament Committee/Chair
- Awards Banquet Committee/Chair