Thursday, 11 May 2017

Skeena Valley Runners Club Bylaws

BYLAWS of the Skeena Valley Runners Club
ARTICLE I – NAME

This organization shall be known as the “Skeena Valley Runners Club” (“SVRC”)

ARTICLE II – PURPOSE

The Skeena Valley Runners Club promotes and encourages running and jogging as a healthy lifestyle for members of all ages and abilities. Towards these goals, the SVRC may promote and conduct races or other running activities; may disseminate information on running including educational articles via its newsletter, email, meetings and other activities; may encourage members to volunteer at local running events which may be educational or charity events.

ARTICLE III - AFFILIATION

The SVRC will be affiliated with the “BC Athletics” (“BCA”). This requires that the club follow all BCA bylaws and pay annual dues to BCA prior to December 31st of each year. All members of SVRC are required to become individual members of the BCA.

ARTICLE IV – MEMBERSHIP

Membership in SVRC shall not be restricted based on race, religion, sex, sexual orientation, age or athletic ability. Membership shall be available to anyone interested in running, jogging or walking.

ARTICLE V – MEETINGS OF THE GENERAL MEMBERSHIP

A. Annual Meeting. An annual meeting of the SVRC shall be held on a date and a location determined by the SVRC Executive and shall be announced no less than one (1) month in advance.

B. Special Meeting. Other meetings may be conducted as deemed necessary by the president. The president shall call a membership meeting upon written request of not less than twenty-five per cent of the total membership or by a majority of the SVRC Executive.

C. Notice. Written notice (or email) stating the location, day and time of the meeting and, in the case of a special meeting, the purpose for which the meeting is being called, shall be delivered not less than one (1) month prior to the day of the meeting to each member.

D. Quorum. A simple majority of the EXECUTIVE shall constitute a quorum for the transaction of business.

E. Voting. A majority vote of members present (NO PROXY VOTING) at a general meeting is necessary to pass ordinary measures. All measures shall be deemed ordinary except those proposing a bylaws amendment or removal of club officers which require a two-thirds vote of members present.

F. Bylaws Amendment.

1. A bylaws amendment may be accomplished by a two-thirds vote of members present at the annual meeting or, if necessary, a special meeting.

2. All members must be notified at least one month prior to voting or discussing bylaws amendments.

3. When necessary a bylaws committee will be appointed by the president to review the existing bylaws and make recommendations to the Executive for any bylaws changes. The EXECUTIVE will determine if these changes should be submitted to the membership at the annual meeting.

4. If an amendment is passed at the annual meeting it becomes effective immediately unless another date is specified as part of the amendment.

5. Self-evident Corrections. The EXECUTIVE may renumber, revise, and correct any provision in these bylaws, and in the rules, policies, procedures and regulations of the SVRC, to eliminate errors, to correct spelling and grammar, to provide consistent numbering and to bring about proper order and sequence, but in so doing it may not change the meaning of any provision.


G. Membership Proposals.

1. May be addressed by the EXECUTIVE at a regular meeting.

2. May be addressed by the membership at the discretion of the executive at the annual meeting provided all members are notified at least fourteen days prior to voting or discussing such a membership proposal.

3. Membership proposals must be submitted to the EXECUTIVE at least twenty-one days prior to the annual meeting to allow sufficient time to notify the entire membership.

4. Membership proposals (non-bylaws amendments) will be considered an ordinary measure and require a majority vote to pass.

ARTICLE VI – EXECUTIVE

The general membership elects five people to serve on the SVRC Executive: president, vice president, secretary, treasurer and communications director. Said members must be at least 18 years old to serve.

A. Executive Responsibilities.

1. The Executive is the governing authority and has total oversight over the management of SVRC affairs. It carries out all of the objectives and purposes for which the SVRC is organized. This general mandate includes, but is not limited to, setting SVRC policy, financial oversight, strategic planning, fundraising, formal communication, determining and monitoring SVRC programs and services, participation in running events, educational events on running and formal club social events.

2. The Executive will develop policies to address disputes and grievances.

3. The Executive may delegate to specific officers, specific members and committees the powers provided for in these bylaws.

B. Elections.

1. Annual Elections. Five Executive members will be elected.

2. General Rules.

a. All nominees for Executive positions must be members of SVRC in good standing for at least six months prior to election.

b. An Executive member may serve in only one Executive position at a time.

c. An Executive member may accept a nomination and run for election to another Executive position without resigning.

3. Terms of Office.

a. The term for all elected Executive positions is two years, defined as follows: the term begins on the first day following the initial election and lasts until the comparable day approximately two years hence. For purposes of term limits, such terms are considered to be precisely two years. The election for positions of vice-president, secretary and members at large will take place in alternate years to those of president, treasurer and communications director.

b. An officer or director may be re-elected to the same office or to a different office.


c. Nominating Procedure. A nomination committee shall be appointed to oversee nominations to the executive. Any member in good standing may be nominated for an executive position. At the annual meeting, each open position is voted on separately and is filled by the candidate receiving a majority of votes cast. When more than two candidates are nominated and a majority vote is not reached on the first ballot, the candidates having the two highest number of votes are put on a ballot for a runoff.

C. Executive Meetings. Roberts Rules of Order govern the proceedings of all Executive meetings, when not inconsistent with these bylaws.

1. The Executive will hold biennial meetings and more frequently if deemed necessary by the President.

2. All members will be notified in writing, via newsletter or email, of the date, time and place of a meeting at least two weeks prior to the meeting. When possible, meeting dates will be set for the entire year at the first meeting in late January or early February.

3. Quorum. A majority of Executive members are a quorum for the transaction of business. The act of the majority of those present and voting is binding.

D. Vacancies. Offices vacated may be filled by the Executive at an EXECUTIVE meeting by a majority vote. That person fulfills the unexpired portion of the term.

E. Removal from Office.

1. It is the right of members of the club to request the removal of an officer whose acts are believed to be negatively affecting the club. The complaining member must notify the EXECUTIVE in written form or electronic mail form. A second complainant will be required to bring such a proposal to the Executive. The officer in question will be notified of the removal proceedings and the remaining officers will address the complaint at the next Executive meeting. If two-thirds of the Executive present decides to proceed the President will call a special membership meeting unless the next scheduled meeting is the annual meeting. At this meeting discussions of the topic will be opened, allowing the defense of the officer and the concerns of the club member(s) to be heard. When all discussion has concluded, a vote via secret ballot will be taken with a 2/3rd majority required for removal.

2. Between the time that the officer in question has been notified and the time of the removal proceedings said officer must have another officer, as designated by the Executive- sign off on any and all work done for the club.

F. Duties of the president. The president (a) presides at all Executive meetings and membership meetings, (b) appoints the members (including chairpersons) of committees, (c) recommends to the Executive the creation and disbanding of temporary committees, (d) is an ex-officio member of each committee except the Nominating Committee, (e) president or designee, shall represent the club at events as required, (f)  provides second signature on cheques as needed, (g) may assign or delegate specific function or program responsibilities to other members of the Executive, and (h) performs all other duties that pertain to the office or that may be specified in these bylaws or specified by the Executive.

G. Duties of the vice president. The vice president(s) (a) will assume the powers of the president in his/her absence, (b) accept such duties and responsibilities as may be delegated by the president, (c) and provide advice and guidance for committees.

H. Duties of the treasurer. The treasurer (a) ensures that SVRC finances are managed according to generally accepted accounting principles for non-profits and that funds are secured, deposited, dispersed and reported according to the Executives policies and procedures, (b) prepare financial statements and reports them to the EXECUTIVE at meetings (c) prepare an annual report for the general membership meeting, (d) chair the finance committee to ensure the development and submission of budgets by all officers and committees before any distribution of funds are permitted, and collect membership dues.

I. Duties of the secretary. The secretary is responsible for (a) recording the minutes of all Executive and membership meetings including the roll call, verification that a quorum is present, and all motions and votes  (b) submitting the minutes in a timely fashion, (c) keeping a file of such minutes and (d) assume other responsibilities as deemed appropriate to the office.

J. Duties of the communications director. The communications director (a) maintains a database of all club members and (b) develops and assesses a communication plan for the dissemination of information about club events, membership and other news as necessary, (c) manages an email list for club communications, (d) manages communications about SVRC business with the BCA and other groups as necessary, (e) manages club web content and (f) assuming other responsibilities as deemed appropriate to the office.


ARTICLE VII FINANCES

A. All funds received by the club will be spent entirely for carrying out the stated purpose of the club.

B. No part of net earnings of the club shall inure to the benefit of its individuals, except that the club may pay reasonable compensation for services rendered by third parties for the purpose of the club.

C. Members using club funds must give a full record of expenditures to the treasurer.

D. The club is empowered to participate in fundraising activities and to accept contributions in support of its purpose as stated in Article II.

E. Any cheques disbursed by the club must be signed by two authorized Executive members. Authorized Executive members include the president, communications director and the treasurer.

F. Equity. At the end of each year the club has the goal of having at least 50% of the previous years budget on reserve.

G. Audit Committee. An audit committee will be appointed by the president and approved by the EXECUTIVE. An audit will be done annually by the audit committee.

ARTICLE VIII - DISSOLUTION

In the event of dissolution of the SVRC, the funds in the treasury and all club assets after all creditors have been paid, shall be donated to a registered charity or to another running club with similar goals which is a member of the BCA, at the discretion of the Executive.