Westshore RFC Constitution

Any questions or concerns regarding the Westshore RFC Constitution listed below, please contact the Director of Membership and Registration; Jay Jimmo angandjay@shaw.ca

Word document format: Westshore Velox Constitution-23 Mar 17

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Offical Westshore RFC Logo Jan 15

WESTSHORE VELOX VALHALLIANS RFC

CONSTITUTION 

23 MARCH 2017

 

PART 1: CONSTITUTION

101 NAME

102 AUTHORITY

103 PURPOSE

104 WESTSHORE RFC

105 MEMBERSHIP

106 DIRECTORS

107 MEETINGS

108 AMENDMENTS

109 DISCIPLINE

PART 2: BY-LAWS

201 GENERAL

202 MEMBERSHIP

203 BOARD OF DIRECTORS

204 STAFF

205 EXPENDITURE OF FUNDS

206 GUESTS

207 GAMING GRANTS AND FUNDS

208 MEETINGS

209 SUGGESTIONS OR COMPLAINTS

210 GENERAL RULES

PART 1: CONSTITUTION

101. NAME

  1.  The official name of this organization or society is “WESTSHORE VELOX VALHALLIANS SPORTS ASSOCIATION.” Society meaning it is in accordance with the Society act of BC.  Herein after referred to as “the Association” or “Westshore RFC”. Motto: Velox Omnia Vincit – Speed Conquers All.

102. AUTHORITY

  1. The Association shall be affiliated and follow the National, Provincial and Regional authority organizations that govern the sport of rugby in the vicinity of Victoria BC. Which at this time are Rugby Canada (RC), British Columbia Rugby Union (BCRU) and Vancouver Island Rugby Union (VIRU).

103. PURPOSE

  1. The Association shall be operated for the purpose of playing and promoting the amateur sport of rugby in the greater Victoria area for junior to adult teams; in accordance with directives and other instructions issued by the Board of Directors.
  2. All funds and assets received by the Association in excess of its liabilities and expenditure shall be used for the furtherance of the purpose and aims of the Association. And in no way shall the members of the Association benefit individually from the assets or income of the Association.
  3. Upon liquidation, dissolution or abandonment by operation of law or otherwise, all property and assets owned by the Association after payment of all liabilities and debts will be distributed by the Board of Directors through an approved general meeting. Other than ‎all unused gaming funds and assets purchased with gaming funds must be transferred to the Minister of Finance, or if those assets are not in a form that can be easily transferred to the Minister of Finance, then to another eligible organization within BC.
  4. The provisions of para 1-3 are unalterable.

104. WESTSHORE RFC

  1. The Association crest for Westshore RFC shall be of a design approved by the Board of Directors.
  2. The Association colours for Westshore RFC shall be set as Black and Blue and White. Any changes are to be approved by the Board of Directors and are subject to rules and regulations of the BCRU.

105. MEMBERSHIP

  1. Term membership is a one year term starting on 01 Sept of every year.
  2. The membership of the club shall consist of;

a. Ordinary Members,

(i)         Ordinary Members consist of all active playing members of the Westshore RFC who are the age of majority and shall be entitled to one vote per member at all general meetings of the Association.

(ii)        Every Ordinary Member shall pay annual club dues as set by the Board of Directors to the club for the current year.  And will have successfully registered with Rugby Canada (RC) and BCRU with valid insurance.

b. Associate Members,

(i)         Associate Members consist of all non-playing or social members of the Association or Westshore RFC who are of the age of majority and shall be entitled to one vote per member at all general meetings of the Association.

(ii)       Every Associate Member shall pay annual social dues as set by the Board of Directors to the Association for the current year.

(iii)      Every Associate Member must be sponsored by a current member when applying for status, and be approved by member of the Board of Directors.

c. Honorary Members

(i)         Honorary Members consist of a distinguished person who have or are rendering an outstanding service or contribution to the Association or Westshore RFC.  They must be the age of majority and shall be entitled to one vote per member at all general meetings of the Association.

(ii)        Every Honorary Member shall be determined by the recommendation and approval of the Board of Directors only for a term of one year only.

(iii)       Honorary Members are exempt from any annual club or social dues.

(iv)       Honorary Members that are still active players of Westshore RFC must have successfully registered with Rugby Canada (RC) and BCRU with valid insurance.

               d. Honorary Life Members.

(i)         Honorary Life Members consist of a distinguished person who have or are rendering an outstanding service or contribution to the Association or Westshore RFC.  They must be the age of majority and shall be entitled to one vote per member at all general meetings of the Association.

(ii)        Every Honorary Life Member shall be determined by the recommendation and approval of the Board of Directors only to the Association for the rest of their natural life. Member must have more than 10 years of service to the Association or Westshore RFC for consideration.

(iii)       Honorary Life Members are exempt from any annual club or social dues for the rest of their natural life.

 3. Each member of the Association shall be subject to all the duties and obligations which are set   forth in the Constitution and in these By-Laws.

 4. All members are in good standing except a member who fails to pay annual club or social membership dues. A person may cease to be a member of this Association.

a. By delivering his written resignation to the Secretary of the Association or by mailing or delivering it to the Association;

b. By being expelled; or

c. If fees or dues are payable, on failure to pay those fees or dues for three consecutive months.

 5.  The Board of Directors may, by a vote of a majority of those present, expel any member whose conduct shall have been determined to be improper, unbecoming, or likely to endanger the interests or reputation of the Association or who willfully commits a breach of the Constitution or By-Laws of the Association.

106. BOARD OF DIRECTORS

  1. It is understood that the business of the Association will be conducted by a Board of Directors, which will consist of a mandatory minimum of 7 directors. Members with a full vote may include the following the officers in order of seniority;

a. President;

b. Vice-President;

c.  Executive Director of Rugby Operations (If BOD authorizes as a paid position, then will not be an elected or voting position)*;

d.  Secretary;

e.  Treasurer;

f.  Director of Membership and Registration;

g.  Director of Men’s Junior and Senior Rugby Operations;

h.  Director of Women’s Junior and Senior Rugby Operations; and

I.  Director of Youth Rugby Operations.

j.  Facilities & Equipment Manager

2.  The Board of Directors will direct members of non-voting elected, appointed or paid positions to assist with conduct of the Association, which may include the following positions;

a.  Member at Large (unnamed portfolio of responsibility).

b.  Webmaster & Social Media Manager;

c.  Social/Entertainment Chairperson;

d.  Advertising/Fundraising Chairperson;

e.  Head Coaches (if/when they attend any meetings);

f.  Men’s Team Representative; and

g.  Women’s Team Representative.

h.  Executive Director of Rugby Operations (If BOD authorizes as a paid position, then will not be an elected or voting position)*;

3.  No member of the Association, when acting as an authorized position of the Board of Directors shall be personally liable for any debt or liability of the Association.

107. MEETINGS

  1. Meetings of the members shall be held as follows:

a.  General meetings at least annually; and

b.  Extraordinary meetings of the members at any time.

2.     General Meetings shall be held to consider:

a.  Election of Board of Directors, review of financial affairs and annual business of the Association, as set out in the Society Act;

b.  Proposed Association activities, entertainment or expenditures, the cost of which is expected to exceed the spending authority of the Board of Directors; or

c.  Such other business as determined by the Board of Directors of membership if extraordinary meeting is called.

3.  An Extraordinary General Meeting may be convened by:

a.  President;

b.  Vice President; or

c.  On the request of the Ordinary Members, IAW Society Act.

4.  Meeting of the Board of Directors are to be held as required, or as determined by the Board of Directors. A quorum shall consist of greater than 50 percent of the Board of Directors present.

5.  Board of Directors meetings will be held as per the discretion of the board members. They may be held in virtual meetings online in the form of email (as long as all members are included in addressee), with final email entered into meeting minutes for documentation by Secretary and all decisions ratified. Members may utilize video or telephone conference technologies that are unable to physically be present at such meetings.

6.  The president shall chair all meetings, with the Vice President or next senior member accepting this position in absence.

7.  All Members may attend general or extraordinary meetings. A quorum shall consist of 10 percent of the voting Membership reasonably able to attend. Members must be invited by the President or Chair to participate in Board of Directors meetings.

108AMENDMENTS

  1. Proposals to amend the Constitution and By-Laws shall be made in writing and submitted to the President and Secretary, and otherwise submitted to membership for approval, IAW Society Act. Proposals must be received at least 21 days prior to a general meeting to be considered.

109. DISCIPLINE

  1. The Association Board of Directors may either remove a member on a majority vote. Or delegate the primary responsibility for any discipline issue(s) to the Westshore RFC Discipline Committee (WSDC), in accordance with its Constitution and Bylaws for any incidents or infractions, including violation of Westshore RFC s Ethic and Values Policy as defined in the Manual of Policy.  The procedures and policy of the WSDC are also defined in the Manual of Policy.

PART 2: BY LAWS

201. GENERAL

  1. The By Laws are issued to amplify the Association Constitution. References are made to the appropriate paragraph of the Constitution, where applicable.
  2. The By Laws may be temporarily amended, by the vote of 75 percent of the Board of Directors. All proposed and temporary amendments will be voted on at the next general meeting.

202. MEMBERSHIP (Constitution, paragraph 105)

  1. Ordinary Members

a.  Ordinary Members hold the right to vote, propose motions, sponsor Associate Members and may serve on the Board of Directors,

b.  Shall be accorded the full privileges of the Association,

c.  Shall ensure that the Director of Membership and Registration is kept informed of any change in their status, such as:

(i)         Moving with new mailing address from last registration process; and

(ii)        Transferring to a new or other team.

2. Associate Members

a.  Associate Members shall be accorded the privileges of the Association. They shall hold the right to vote and propose motions. They shall be able to serve on the Board of Directors;

b.  The number of Associate Members shall not exceed the number of Ordinary Members at any one time;

c.  Associate membership applications shall be forwarded to the Director of Membership and Registration;

3.  Honorary and Honorary Life Members

a.  Honorary and Honorary Life Members shall be accorded the privileges of the Association. They shall hold the right to vote and propose motions. They shall be able to serve on the Board of Directors.

203. BOARD OF DIRECTORS

  1. Starting in 2017, 4 directors of the Board of Directors will be elected to a 2 year term and the balance of directors to a 1 year term. In the following years all directors elected to a 2 year term, without prejudice to re-election for a further term.
  2. The elected members of the Board of Directors shall serve for a term of one year, without prejudice to re-election for a further term.
  3. Sub committees, with a member of the Board of Directors as Chairperson, may be appointed by either the President or Vice President to assist in the administration of the Association.
  4. The terms of reference for members of the Board of Directors will be determined by the Manual of Policy. Changes to Manual of Policy are under the privy of the Board of Directors.
  5. The Board of Directors may appoint a Director temporarily as the interim position on the instance of incumbent member vacating their position, or any other extraordinary reason.
  6. Temporarily appointed or interim Director shall serve until the next general meeting, without prejudice to election for the remainder of the term remaining, starting at the date of the general meeting.
  7. Voting by proxy is not permitted at Board of Directors meeting.
  8. Voting shall be determined by simple majority by show of hands or ballots if the members so determine.
  9. Members may attend meeting via video telephone conferencing, or by telephone.
  10. Notice of meetings and actual meeting will be held IAW provisions of the Society Act.
  11. If vote is tied, the Chair casts final deciding vote, otherwise the chair doesn’t have a vote.

204. ASSOCIATION & WESTSHORE RFC STAFF

  1. Personnel and terms of service/employed by the Association and Westshore RFC will be determined by the Board of Directors or it’s designate.
  2. The President or designate will ensure that each member of the Association and Westshore RFC Staff is aware of the duties that are to be performed by him/her.

205. EXPENDITURES OF FUNDS

  1. The Board of Directors shall authorize all expenditures.
  2. The Board of Directors will not borrow funds unless approved by 75% of the entire Board of Directors.
  3. The Board of Directors will establish an operating budget and spending authorities.
  4. The Board of Directors may pre authorize reoccurring expenditures through the Treasurer.
  5. The President and Treasurer plus 1 other director may authorize an expenditure of such amount as is determined by the Board of Director’s from time to time in any one instance without requiring a vote at a meeting.

206. GUESTS

  1. Personal Guests are persons whom a member of the Association invites to the facility and for whom the member is responsible. Personal guests shall adhere to the standard of conduct expected of all members.
  2. A host is responsible, at all times, for his/her guests and is subject to disciplinary action for knowingly permitting a minor, as described in the relevant Provincial Liquor Act, to receive or consume intoxicants within the facility.
  3. Damage caused by a wilful or negligent action of a member or his/her guest will be the responsibility of the member and full restitution will be made.

206. GAMING GRANTS AND FUNDING

  1. The Association and Westshore RFC must ensure that no other By-Law contradict or restrict the rules and regulations as per the conditions for Community BC Gaming grant and policy.
  2. Upon dissolution of the Association organization, all unused gaming funds and assets purchased with gaming funds must be transferred to the Minister of Finance, or if those assets are not in a form that can be easily transferred to the Minister of Finance, then to another eligible organization within BC.

208. MEETINGS (Constitution, paragraph 107)

  1. Notice of General Meetings shall be in accordance with the current Society Act and promulgated not less than fourteen (14) days in advance of the meeting.
  2. Notice of Extraordinary General Meetings shall be in accordance with the current Society Act and be promulgated not less than fourteen (14) days in advance of the meeting.
  3. Notice of Board of Directors Meetings shall be communicated to committee members not less than forty eight (48) hours in advance of the meeting.
  4. Board of Directors may use electronic voting (such as email or online services) to vote and debate issues. Same conditions apply for normal meetings including majority.
  5. Matters requiring a decision in advance of a regular meeting of the Board of Directors may be made by majority vote by electronic means and must be added to the record of the next meeting.
  6. Items for the Agenda of a general meeting shall be made and submitted to the President and Secretary not less than seven (7) days in advance of the meeting. The agenda for general meetings shall be posted in the facility at least forty eight (48) hours in advance of the meeting, or be emailed to all members.
  7. The President does not possess any veto power at any meetings; a quorum will be the standard voting practice of decisions made.
  8. Voting by proxy is not permitted for general meetings.
  9. Voting shall be determined by simple majority by show of hands or ballots if the members so determine.

209. SUGGESTIONS OR COMPLAINTS

  1. Any suggestion or complaint regarding the management of the Association of Westshore RFC shall be made in writing to the Board of Directors through the Secretary.
  2. Any suggestion or complaint regarding staff or of a confidential nature shall be made personally to the President.

210. GENERAL RULES

  1. A member of the Association shall not bring illegal narcotics or drugs into the confines of the facility or property.
  2. The Association shall not be responsible for loss of, or damage to personal property in the facility either checked or not checked.