By Laws
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A by-law relating generally to the transaction of the business and affairs of The Ottawa River Canoe Club (the “club”).
BACKGROUND INFORMATION
1. The Ottawa River Canoe Club was incorporated as a non-share not for profit corporation by Letters Patent issued by the Province of Ontario June 1, 2002;
2. The Letters Patent of the Club provide and state that the Club was incorporated and constituted “for the following purposes and objects, that is to say: To promote sports and recreation”;
3. The Letters Patent of the Club provide and require that the Head Office of the Club is to be situated in the City of Ottawa;
4. The Club activities actually carried on are those of a sprint racing canoe/kayak club with a very strong recreational, dragon boat, outrigger disciplines within the club. 5. The club is a Member Club of the Sprint Racing Discipline of Canoe/Kayak Canada.
In these Bylaws, unless the context otherwise requires:
• “Act” means the Ontario Not-for-Profit Corporations Act, 2012, and, where the context requires, includes the regulations made under it, as amended or re-enacted from time to time;
• Auditor – an individual, partnership, or corporation appointed by the Members at the Annual Meeting to audit or review the books, accounts, and records of the Corporation for a report to the Members at the next Annual Meeting in accordance with the Act;
• “Board” means the board of directors of the Corporation;
• “Bylaws” means these Bylaws and all other bylaws of the Corporation as amended and which are, from time to time, in force;
• “Chair” means the chair of the Board;
• “Corporation” means the Ottawa River Canoe Club;
• “Director” means an individual occupying the position of director of the Corporation by whatever name he or she is called;
• Extraordinary Resolution – a resolution passed by not less than eighty (80) percent of the votes cast on that resolution;
• “Member” means a member of the Corporation;
• “Members” means the collective membership of the Corporation;
• “Officer” means an Officer of the Corporation;]
• “Ordinary Resolution” means a resolution that is (i) submitted to a meeting of the members or the Board of Directors of the Corporation and passed at the meeting, with or without amendment, by at least a majority of the votes cast, or (ii) consented to by each member of the Corporation entitled to vote at a meeting of the members of the Corporation or by the
member’s attorney; or by each Director of the Corporation entitled to vote at a meeting of the Board of Directors; and
• “Special Resolution” means a resolution that is (i) submitted to a special meeting of the Members of the Corporation duly called for the purpose of considering the resolution and passed at the meeting, with or without amendment, by at least two-thirds of the votes cast, or (ii) consented to by each Member of the Corporation entitled to vote at a meeting of the Members of the Corporation or by the member’s attorney.
NOW THEREFORE BE IT ENACTED as a by-law of the Club as follows:
1. SEAL & COLOURS
● The corporate seal of the Club shall be in the form of the impression which is stamped in the margin hereof.
● The club colors shall be orange, blue, yellow
●
2. ORGANIZATION
2.01 Structure. The Club shall be organized with a Board of Directors and an Executive Team.
2.02 Board of Directors. The affairs of the Club shall be overseen by a Board consisting of a maximum of 7 directors, who may exercise all such powers and do all such acts and things as may be exercised or done by the Club and are not by the by-laws or any resolution of the Club or by statute expressly directed or required to be done by the Club at a meeting of members.
2.03 Chairperson of the Board. The board shall have a director who is appointed chair of the board by a majority vote of the directors. The Chair shall have a second casting vote in the event of a tied vote by the Board.
2.04 Executive Team. The Executive Team consists of an Executive Director, officers, and managers. The officers and managers on the Executive Team report directly to the Executive Director and assist the Executive Director in managing the affairs of the club. The officers and managers are appointed by the Executive Director and approved by the Board. The Board may veto any appointment to the Executive Team.
2.05 Executive Director. The Executive Director runs the operations of the club and reports directly to the Board as a whole.
2.06 Board of Directors Role. The role of the Board shall be to manage the governance, set policy, and provide oversight of the club. The key responsibilities of the board are: ● To establish and evaluate the organization's vision, mission, and direction ● To ensure the financial health of the organization
● To ensure the organization has sufficient and appropriate human resources ● To provide organizational oversight and governance
● To receive and handle complaints, grievances and disciplinary actions ● To hire, manage, review, and provide guidance and oversight of the Executive Director
● passing, repealing, altering or amending by-laws for the regulation of the affairs of the ORCC, provided that such by-laws shall be effective from the time of at which meeting the by-law may be confirmed, rejected, altered or amended by the Members
2.07 Executive Team Role. The role of the Executive Team shall be to effectively manage the operations of the club on a day-to-day basis under the direction and leadership of the Executive Director.
2.08 Board Authority. The Board will have the authority to interpret any provision of these Bylaws that is contradictory, ambiguous, or unclear, provided such interpretation is consistent with the purposes of the Club as set out in the Articles.
2.09 Commodore. From time to time the club may have a requirement to have a position titled commodore. The role of the commodore is to represent the club at ceremonial events, to represent the club at external meetings requiring representation by the club commodore, and to cast the club commodore’s vote at external meetings and elections. The commodore shall vote according to the will of the board. The board may appoint any director or officer to the role of commodore for a term to be decided by the board. The length of the term shall be between one day and one year. The board may terminate the term of the commodore at any time by resolution of the board. In the event that the club requires a Commodore, and the board has not appointed the Commodore, either the Chairperson or Executive Director shall be the Commodore by agreement of both parties. If the Chairperson and Executive Director cannot reach agreement on who shall be Commodore, the board shall appoint a Commodore.
3. MEMBERSHIP
3.01 Qualifications. The members of the Club shall be those persons who are from time approved for membership by the Board and recorded as members of the Club by the Club Registrar. Any natural person qualifies for membership provided he or she is not disqualified from memberships in the Club because of any by-law (including Rules of Structure of the Sprint Racing Discipline of Canoe Kayak Canada), rule, regulation or policy of Canoe Kayak Canada and its Sprint Racing Discipline or the Eastern Ontario Division of the Sprint Racing Discipline of Canoe Kayak Canada. Associate members may be natural persons or any corporation or unincorporated organization or entity.
3.02 Honorary Members. Honorary members shall be those individuals who have been accorded an honorary membership in the Club by the Board. Honorary members shall not be subject to membership fees and shall remain Honorary member until their membership is terminated as provided in the by-laws or is terminated by the Board.
3.03 Life Members. Life members shall be those individuals who have been accorded a life membership in the Club by the Board. Life members shall not be subject to membership fees and shall remain life members for life unless their membership is either terminated as provided in the by laws or by the Board.
3.04 Members. Members shall be
● those persons who are 6 years of age and older and have applied for a club membership in the Club;
● any one person is limited to one membership.
● age groupings within the Sprint Racing Regattas shall be as defined by the Sprint Racing Discipline of Canoe Kayak Canada.
3.05 Family Membership. A family membership may be offered by the Board to members of the Club but the entitlement to and categories of membership in the Club shall conform to the provisions of paragraphs 3.04 above, and if the Board deems it appropriate paragraph 3.07 below. 3.06 Associate Membership. The Board may offer Associate membership to any person, corporation or unincorporated organization or entity it deems appropriate.
3.07 Membership Entitlement. The use of the Club, its facilities and equipment to which any membership category is entitled shall be as determined by the Board from time to time. 3.08 Membership Year. Unless resolved otherwise by the Board, a member’s entitlement, whatever it may be as determined by the Board, to use the Club, its facilities, and equipment runs from May 1st of one year to April 30th of the next.
3.09 Resignation. Any member of the Club may resign as a member of the Club by letter delivered to the Secretary of the Club. The Board, by resolution passed by a majority vote, may request any member to resign.
3.10 Termination. Membership in the Corporation will terminate immediately upon: a. The expiration of the Member’s membership, unless renewed in accordance with these By laws;
b. The Member fails to maintain any of the qualifications or conditions of membership described in these By-laws;
c. Resignation by the Member by giving written notice to the Corporation;
d. Dissolution of the Corporation;
e. The Member’s death; or
f. By Ordinary Resolution of the Board, a committee of Directors, or a committee of Members (as applicable) at a duly called meeting, upon fifteen (15) days’ written notice to the Member. The notice shall set out the reasons for the termination of membership. The Member receiving the notice shall be entitled to give a written submission opposing the termination not less than five (5) days before the end of the 15-day period. The Board, committee of Directors, or committee of Members (as applicable) shall consider the written submission of the Member before making a final decision regarding the termination of membership
3.11 Voting Members. Voting members are members in good standing and older than 18 years of age. Every voting member may vote directly or by proxy at meetings of members. A member under the voting age limit of 18, shall automatically carry their proxy to a parent or guardian. This proxy shall be designated at the time of membership on the membership form.
3.12 Member in good Standing. A Member will be in good standing provided that the Member: a. Has not been suspended or expelled from membership, or had other membership restrictions or sanctions imposed;
b. Has completed and remitted all documents as required by the Corporation; c. Has complied with the By-laws, policies, and rules of the Corporation;
d. Is not subject to a disciplinary investigation or action by the Corporation, or if subject to disciplinary action previously, has fulfilled all terms and conditions of such disciplinary action to the satisfaction of the Board; and
e. Has paid all required membership fees
4. MEETINGS OF MEMBERS
4.01 Annual meetings. The Annual Meeting will be held within fifteen (15) months of the last Annual Meeting and within six (6) months of the Corporation’s fiscal year end. At annual meetings, in addition to any other business that may be transacted, there shall be presented a report on the affairs of the Club for the previous year, a financial statement of the Club, the auditors report and such other information or reports relating to the Club’s affairs as the directors may determine. Officers and a Board of Directors shall be elected, as provided in the by-laws, and auditors shall be appointed for the ensuing year and the remuneration of the auditors shall be fixed unless authorized by the members to be fixed by the Board.
4.02 Special Meetings. Other meetings of the members (to be known as “special meetings”) may be convened by order of the Board, to be held at any date and time and at any place within Ottawa. In addition, the Board shall call a special meeting of the members upon receipt of written requisition to do so of not less than 10 members entitled to vote at such meeting.
● From time-to-time special meetings may be required via email; the voting policy by email is part of the email document/policies to be attached to the bylaws 4.03 Notice. An electronic notice shall be sent to members and posted on the club website stating the day, time, and place of a meeting of the members, and the general nature of the business to be transacted shall be included within the notice, and served not less than fourteen nor more than sixty days before the date of every meeting directed to such address of each such member and of the auditor as appears on the books of the Club, or if no address is given therein, then to the last address of each member or the auditor known to the Secretary; provided always that a meeting of members may be held for any purpose at any date and time and any place within Ottawa without notice if all voting members are present in person at the meeting or if all absent voting members shall have signified assent in writing to such meeting being held in their absence. Notice of any meeting or any irregularity in any meeting or in the notice thereof may be waived by any member or by the auditor of the Club.
4.04 Omission of notice. The accidental omission to give notice to any meeting or the non receipt of any notice by any member of the Club shall not invalidate any resolution passed or any proceedings taken at any meeting of members.
4.05 Proxies. At any meeting of members, a proxy duly and sufficiently appointed by a member shall be entitled to exercise, subject to any restrictions expressed in the instrument appointing such proxy, the same voting rights that the member appointing him or her would be entitled to exercise if present at the meeting. A proxy must be a member of the Club, and no person may carry more than two proxies.
4.06 Chair. In the absence of the Chair, the members present at any meeting of the members shall choose another director to act as a Chair of the meeting and if no director is present or if all the directors present decline to act as Chair, the members present shall choose one of their number to be Chair of the meeting.
4.07 Voting.
4.07.1 Every question submitted to any meeting of members shall be decided by a majority of votes on a show of hands unless otherwise specifically provided by statute or by the by-laws. In case of an equality of votes, the Chair of the meeting shall not have, both on a show of hands and on a poll, a second or casting vote.
4.07.2 At any meeting, unless a poll is demanded, a declaration by the Chair that a resolution has been carried or carried unanimously or by a particular majority or lost or not carried by a particular
majority shall be conclusive evidence of the fact without proof of the number or proportion of votes recorded in favour of or a against the motion.
4.08 Polls. If at any meeting a poll is demanded on the election of a Chair or on the question of adjournment, it shall be taken forthwith without adjournment. If a poll is demanded on any other question, it shall be taken in such manner and either at once or later at the meeting or after adjournment as the Chair directs. The result of a poll shall be deemed to be the resolution of the meeting at which poll was demanded. A demand for a poll may be withdrawn. 4.09 Adjournment. The Chair may with the consent of any meeting adjourn the same from time to time and no notice of such adjournment need be given to the members. Any business may be brought before or dealt with at any adjourned meeting which might have been brought before or dealt with at the original meeting in accordance with the notice calling the same. Such adjournment may be notwithstanding that no quorum is present.
4.10 Quorum. A quorum for the transaction of business at any meeting of members shall consist of not less than 20 voting members present in person or represented by proxy; provided that in no case can any meeting be held unless there are 15 voting members present in person. 4.11 Business that can be transacted. The members may consider and transact any business without any notice thereof, unless otherwise provided by the by-laws, at any meeting of the members.
5.DIRECTORS
5.01 Qualifications of directors. Directors shall be individuals, eighteen or more years of age. Directors may not be a person who has been found under the Substitute Decisions Act, 1992 or under the Mental Health Act to be incapable of managing property; a person who has been found to be incapable by any court in Canada or elsewhere; a person who has the status of bankrupt. 5.02 Election of directors and term of office.
(a) The directors’ term of office (subject to the provisions, if any, of the letters patent or any supplementary letters patent issued to the Club) shall be from the date of the meeting at which they are elected or appointed until the annual meeting next following or until their successors shall have been duly elected or appointed whichever comes first. In the case of an ex officio director, he or she shall, subject to the provisions of the bylaws, remain in office so long as he or she holds the office by virtue of which he or she sits on the Board.
(b) Directors, save any ex officio director, shall be elected by the members in a general meeting on a show of hands unless a poll is demanded and if a poll is demanded such election shall be by ballot. Subject to the provisions of the by-laws, directors shall be eligible for re-election. (c) From time to time in the event of any vacancy however caused occurring in the Board (except through an increase in the number of directors), such vacancy may, as long as there is a quorum of directors then in office, be filled by the directors from among the members of the Club if they shall see fit to do so; otherwise, such vacancy shall be filled at the next meeting of members and any director appointed or elected to fill any such vacancy shall hold office for the unexpired term of the director who ceased to be a director and who caused such vacancy.
(d) The immediate Past Chairperson of the board shall be virtue of his or her office as such be an ex officio voting member of the Board, subject to the by-laws.
5.03 Vacation of office. A person ceases to be a director of the Club:
(a) if he or she becomes bankrupt;
(b) if he or she is found by a court to be mentally incompetent or unsound of mind; (c) if by notice in writing to the Chair of the Club he or she resigns his or her office; or
(d) if he or she ceases to be a member of the Club.
(e) If he or she fails to show up to three consecutive board meetings (unless extenuating circumstances apply.
5.04 Removal of directors. The members of the Club may, by resolution passed by at least two thirds of the votes cast at a special meeting of which notice specifying the intention to pass such resolution has been given, remove any director before the expiration of his or her term of office and may, by majority of the votes cast at such meeting, elect any member in his or her stead for the remainder of his or her term.
5.05 Remuneration of directors. The directors of the Club shall serve without remuneration and shall not directly or indirectly receive any profit from his or her position as such; provided that a director may be paid reasonable expenses incurred by him or her in the performance of this duties.
6. MEETINGS OF DIRECTORS
6.01 Place of meeting and notice.
(a) Meetings of the Board may be held either at the Club or any place within Canada. A meeting of the Board may be convened by the Chairperson or any two directors at any time and the Secretary by direction of the Chairperson or any two directors shall convene a meeting of directors. (b) Notice of any meeting of the Board shall be delivered, telephoned, faxed, emailed or otherwise communicated to each director not less than seven days if mailed and not less than two days if delivered, faxed, emailed, or otherwise communicated (exclusive of the day on which the notice is delivered or mailed or sent by telecopier or otherwise communicated but inclusive of the day for which notice is given) before the meeting is to take place; provided always that meetings of the Board may be held at any time without formal notice if all the directors are present or those absent have waived notice or have signified their assent in writing to such meeting being held in their absence. The Board may appoint a day or days in any month or months for regular meetings at a designated hour and at a designated place and of such regular meetings no notice need be sent. Notice of any meeting or any irregularity in any meeting or in the notice thereof may be waived by any director.
(c) For the first meeting of the Board to be held immediately following the election of directors at an annual or special meeting of the members or for a meeting of the Board at which a director is appointed to fill a vacancy in the Board, no notice of such meeting need be given to the director or directors so elected or appointed in order for the meeting to be duly constituted, provided that a quorum of the directors is present.
6.02 Chair. The Chairperson, when present, will preside at all meetings of the Board and of the members. In the absence of the Chairperson at a meeting of the Board, the directors present shall choose one of their number to be Chair of the meeting.
6.03 Quorum. A quorum at any meeting of the Board shall be the presence in person of ⅔’s of the directors.
6.04 Voting.
(a) Questions arising at any meeting of the Board shall be decided by a majority of votes. In the case of an equality of votes, the Chair of the meeting shall have a second or casting vote. (b) All votes at meetings of the directors shall be taken by ballot if so determined by any director present, but no demand is made, the vote shall be taken in the usual way by a call of those for, those against, and those abstaining. A declaration by the Chair that a resolution has been carried or carried unanimously or by a particular majority or lost or not carried by a particular majority shall be
conclusive evidence of the fact without proof of the number or proportion of votes recorded in favour of or against the motion.
6.05 Assistants to the Board. The Board may from time-to-time name persons who may assist the Board in the carrying out its duties and although not being members of the Board and not having the right to vote at Board meetings shall be entitled to attend and participate at Board meetings. 6.06 Business that can be transacted. The directors may consider or transact any business at any meeting of the Board.
7.0 OFFICERS
7.01 Officers. The Officers of the Club shall include the Executive director, Secretary, Treasurer, and Registrar. The Board may appoint other officers and agents as it shall deem necessary who shall have such authority and shall perform such duties as may from time to time be prescribed by the Board.
7.02 Removal of Officers. All officers shall be subject to removal by resolution of the Board at any time with or without cause.
7.03 Delegation of duties of officers. In the case of absence or inability to act of any officer of the Club or for any other reason that the directors may deem sufficient, the directors may delegate all or any of the powers of such officer to any other officer or to any director for the time being. 7.04 Secretary. The Secretary shall keep an accurate record of the proceedings of all meetings of the Club and the Board of Directors, notify members, and when required directors, of meetings, keep records of all correspondence, maintain membership records, and perform such other duties as may be directed by the Board of Directors.
7.05 Treasurer. The Treasurer shall have the care and custody of all funds, securities and books of account of the Club. He/ she shall deposit all funds in a bank account to be approved by the Board of Directors and countersign the withdrawal of all funds. He or she shall prepare financial statements and forecasts as may be requested by the Executive Director or the Board of Directors, and perform such other duties as may be directed by the Executive Director or the Board of Directors.
7.06 Vacancies. If the office of the Executive Director, Secretary or Treasurer, shall be or become vacant by reason of death, resignation, disqualification or otherwise, the directors may elect or appoint an officer to fill such vacancy.
8.0 ELECTIONS
8.01 Nominating Committee. A Nominating Committee consisting of three Directors shall be appointed by the Board of Directors.
8.02 Task. The Nominating Committee shall prepare a number of interested candidates for the Board of Directors made up of nominees to fill the balance of the elected Board seats. 8.03 Slate. The slate of nominations shall be included with the notice of meeting for the Annual General Meeting. No mover and seconder is required for the Nominating Committee’s slate of nominees.
8.04 Additional Nominations. Additional nominations may be made from the floor at the Annual General Meeting provided there is a mover and seconder, and the candidate is present to accept the nomination.
8.05 Scrutineers. Where the ballot is required, the Chair shall appoint two (2) scrutineers. 9. COMMITTEES
9.01 Committees. The Board may from time to time constitute such committees as it deems necessary to assist the directors in carrying on the affairs of the Club and shall prescribe the duties of any such committees.
9.02 Terms of the Committee. Members of the Committees shall be appointed by the Board of Directors to serve for one year or until successors are appointed. The Board may remove any member of any member of any Committee at its pleasure.
9.03 Special Committees. Special Committees to carry out short term projects or assignments may be appointed by the Board of Directors. On completion of the project or assignment, the Committee shall be dissolved.
9.04 Absence from Committee Meetings. Absence of a Committee member from two (2) successive regular meetings for which there is no sufficient reason shall, after due notification, be considered as equivalent to resignation, and the Board of Directors shall be at liberty to appoint a suitable member to fill the vacancy.
9.05 Board Approval. Each Committee shall draft its Terms of Reference which shall be submitted to the Board of Directors for approval. A report of each Committee’s activities shall be presented to each regular meeting of the Board of Directors.
9.06 Quorum. One half of the members of a Committee shall constitute a quorum.
10. INDEMNITIES TO DIRECTORS, OFFICERS AND OTHERS
Every director or officer of the Club or any other person who has undertaken or is about to undertake any liability on behalf of the Club and his or her heirs, executors and administrators, and estate and effects, respectively, shall from time to time and at all times, be indemnified and saved harmless out of the funds of the Club, from and against,
(a) all costs, charges and expenses whatsoever which such director, officer, or other person sustains or incurs in or about any action, suit or proceeding that is brought, commenced or prosecuted against him or her, for or in respect of any act, deed, matter or thing whatsoever made, done or permitted by him or her, in or about the execution of the duties of his or her office; and (b) all other costs, charges and expenses that he or she sustains or incurs in or about or in relation to the affairs thereof, except such costs, charges or expenses as are occasioned by his or her own willful neglect or default.
11. FOR THE PROTECTION OF DIRECTORS AND OFFICERS
11.01 Limit of Director’s Liability. No director of officer for the time being of the Club shall be liable for the acts, receipts, neglects or defaults of any other director or officer or employee or for any loss, damage or expense happening to the Club through the insufficiency or deficiency of title to any property acquired by order of the Board or for on behalf of the Club or for the insufficiency or deficiency of any security in or upon which any of the moneys of or belonging to the Club shall be placed out or invested or for any loss or damage arising from the bankruptcy, insolvency or tortuous act of any person, firm or company with whom or which any moneys, securities or effects shall be lodged or deposited or for any other loss, damage or misfortune whatever which may happen in the execution of the duties of such director’s or officer’s respective office or trust in relation thereto unless the same shall happen by or through the director’s or officer’s own wrongful and willful act or through his or her own wrongful and willful neglect or default.
11.02 Contracts to be Approved by the Board and Remuneration for Contracted Services. The directors for the time being of the Club shall not be under any duty or responsibility in respect of any contract, act or transaction whether or not made, done or entered into in the name or on behalf
of the Club, except such as shall have been submitted to and authorized or approved by the Board. If any director or officer of the Club shall be employed by or shall perform services for the Club otherwise than as a director or officer or shall be a member of a firm or a shareholder, directory or officer of a company which is employed by or performs services for the Club, the fact of his or her being a director or officer of the Club shall not disentitle such director or officer or such firm or company, as the case may be, from receiving proper remuneration for such services.
12. FEES
12.01 Set by the Board. The fees shall be approved by the Board of Directors annually for each category of membership.
12.02 Due Date and Suspension and Automatic Termination of Membership. 12.03 The Board shall set a due date annually for the payment of memberships. Club privileges will be suspended for those persons who have not paid their current membership dues by that date and their names posted on the Club notice board. If still unpaid, in whole or in part, 30 days after the due date, a member’s membership shall be thereupon automatically terminated, unless resolved otherwise by the Board.
13. FISCAL YEAR
13.01 Period. The fiscal year of the club shall commence January 1 and end on December 31 of each year.
14. COMPLAINTS
16.01 Process. Any complaint concerning the management of the affairs of the Club, or relating to the conduct of members, shall be made in writing to the Secretary or to the Chairperson and shall be presented to the immediately following meeting of the Board of Directors.
15. DAMAGE
15.01 Personal Responsibility. Any person who willfully, or by negligence, damages any property of the Club, or any property entrusted to the Club, shall immediately have the same repaired or made good as his or her expense. The question of damages being or not being accidental (as opposed to willful or the result of negligence) shall be decided by the Board of Directors from such evidence as they may be reasonably able to obtain. Any member who may be found responsible for damages by the Board shall be given notice of the Board meeting at which the matter is to be considered and shall be entitled to present his or her explanation of the matter and any evidence he or she may have that bears on the determination of the matter.
15.02 Failure to make good. Should any member fail to make good the damages done by him or her as provided in this paragraph 17 of the By-laws, the Board may have the damage repaired or made good and charge the cost of such to the member. Such costs charged to the member shall be paid within 30 days of the date of invoicing of the member.
15.03 Consequences. Failure to pay such invoiced costs within the time due may be cause for suspension or expulsion as provided in paragraph 19 below.
16. DISCIPLINE
16.01 Rules or Code of Conduct. The Board shall from time to time establish regulations and rules of conduct to ensure the safety of the members and guests and the proper use and protection of
Club facilities and equipment as well as appropriate behavior in and about the Club and at events the Club may attend.
16.02 Enforcement. The Board of Directors shall designate appropriate Club officers, employees, or other persons to enforce these regulations and rules of conduct.
16.03 Disciplinary Action. If regulations and/or rules of conduct are persistently or flagrantly broken, the appropriate Club officer, employee, or other person shall provide a report to the Board of Directors with such recommendation regarding disciplinary action to be taken against the individual concerned as appears appropriate. The Board may then discipline the individual in such manner as in its opinion is appropriate after having given the member notice of the meeting at which the matter is to be considered and a hearing at that meeting. The Board may delegate this disciplining function to a Discipline Committee which it may in its discretion appoint.
18. CHEQUES, DRAFTS, NOTES, ETC.
18.01 How to be Signed. All cheques, drafts, or orders for the payment of money and all notes and acceptances and bills of exchange shall be signed by such officer or officers or person or persons, whether or not officers of the Club, and in such a manner as the Board may from time to time designate by resolution.
19. EXECUTION OF CONTRACTS.
19.01 Signing Authority. Contracts, documents or instruments in writing requiring the signature of the Club may be signed by the Chairperson or Executive Director, together with one other officer or other director, and all contracts, documents or instruments in writing so signed shall be binding upon the Club without any further authorization or formality. The Board is authorized from time to time by resolution to appoint any officer or officers or any person or persons on behalf of the Club either to sign contracts, documents or instruments in writing generally or to sign specific contracts, documents or instruments in writing.
19.02 Affixing Seal. The Corporate Seal of the Club may when required be affixed to contracts, documents or instruments in writing signed as aforesaid, by any officer or officers, person or persons, authorized to do so by these By-laws or appointed as aforesaid by resolution of the Board.
20. NOTICES.
20.01 Service. Any notice to be given to any member or directors shall be served either personally or by sending it through the mail in a prepaid envelope or wrapper addressed to such member or director at his or her address as the same appears in the books of the Club or, if no such address be given therein, then to the last address of such member or director known to the Secretary of the Club. With respect to every notice sent by mail it shall be sufficient to prove that the envelope or wrapper containing the notice was properly addressed and put into a Post Office or into a Post Office letter box.
21. BORROWING
21.01 Directors may borrow. The Directors may from time to time
(a) borrow money on the credit of the Club; or
(b) issue, sell or pledge securities of the Club; or
(c) charge, mortgage, hypothecate or pledge all or any of the real or personal property of the Club, including book debts, rights, powers, franchises and undertakings, to secure any securities or any money borrowed, or other debt, or any other obligation or liability of the Club.
From time to time the directors may authorize any director, officer or employee of the Club or any other person to make arrangements with reference to the moneys borrowed or to be borrowed as aforesaid and as to the terms and conditions of the loan thereof, and as to the securities to be given therefore, with power to vary or modify such arrangements, terms and conditions and to give such additional securities for any moneys borrowed or remaining due by the Club as the directors may authorize, and generally to manage, transact, and settle the borrowing of money by the Club.
22. ENACTMENT, REPEAL AND AMENDMENT OF BY-LAWS
22.01 To be enacted by the Board and sanctioned by members. By-laws of the Club may be enacted, repealed, or amended, by by-law enacted by a majority of the Board at a meeting of the Board and sanctioned by an affirmative vote of a two-thirds majority of votes cast at an annual meeting, or at a special meeting of members duly called for the purpose of considering the by-law.
Passed by the Board of Directors on March 19, 2025, by a motion from the board. These bylaws are to be passed by the membership at the next AGM scheduled for June 7, 2025.