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The Constitution for Campbell River Minor Lacrosse Association (Certificate of Incorporation Number S-41549)

 

 

 

  1. The Name of the Society is “CAMPBELL RIVER MINOR LACROSSE ASSOCIATION”

     

  2. The purpose of the Society are:

     

    1. To promote, teach and encourage the game of lacrosse;

    2. To teach respect for all players, officials and spectators at all times;

    3. To develop community spirit;

    4. To promote the interest of lacrosse in this community for the greatest number of participants; and

    5. To actively support the game of lacrosse at all playing levels.

       

  3. Dissolution – In the event that the Association should at any time be wound up or dissolved, the remaining assets after payment of all debts and liabilities shall, within one (1) year, be turned over to the Vancouver Island Lacrosse Commission for execution and distribution apportioned between the John Crowther Memorial Fund (60%) and the remaining portion to other funds as directed by the members. This clause with respect to dissolution shall be unalterable.

 

Accepted: May 12, 2000 Revised:

 

 

By-Laws:

 

Part 1 – Interpretation

 

  1. (1) In these bylaws, unless the context otherwise requires:

     

    1. “directors” means the elected officers of the Association for the time being;

    2. “Society Act” means the Society Act of the Province of British Columbia from time to time in force and all amendments to it;

    3. Registered address” of a member means his address as recorded in the register of members,

    4. “Association” refers to the Campbell River Minor Lacrosse Association

    5. “BCLA” is British Columbia Lacrosse Association;

    6. “BCLCA” is the British Columbia Lacrosse Officials Association

    7. “BCLOA” is the British Columbia Lacrosse Officials Association

    8. “Executive Committee” refers to the Executive of the Campbell River Minor Lacrosse Association.

      (2) The definitions in the Society Act on the date these bylaws become effective apply to these bylaws.

       

  2. Words importing the singular include the plural and vice-versa; and words importing a male person include a female person and a corporation.

     

    Part 2 – Membership

     

  3. The members of the Association are the applicants for incorporation of the society, and those persons who subsequently have become members, in accordance with those bylaws and, in either case, have not ceased to be members.

     

  4. Every member shall uphold the constitution and comply with these bylaws.

     

  5. A person shall cease to be a member of the Association:

     

    1. By delivering his resignation in writing to the secretary of the Association or by mailing or delivering it to the address of the Association;

    2. On his death or in the case of a corporate dissolution;

    3. On being expelled; or

    4. On having been a member not in good standing for 12 consecutive months.

       

  6. (1) A member may be expelled by a special resolution of the members passed at a general meeting;

    1. The notice of special resolution for expulsion shall be accompanied by a brief statement at the meeting;

    2. The person who is the subject of the proposed resolution for expulsion shall be given an opportunity to be heard at the general meeting before the special resolution is put to a vote.

     

  7. All members are in good standing except a member who has failed to pay his current annual membership fee or any other subscription or debt due and owing by him to the Association and he is not in good standing so long as the debt remains unpaid.

     

  8. There are three levels of membership in the Association: Playing Member, Voting Member and Non-Voting Associate Member.

 

  1. Playing Member

     

     

    1. Registered with the Association Registrar, and

    2. The Annual registration fee in the current season having been paid; and

    3. Reside within the boundary north of the Oyster River bridges which includes Campbell River, Quadra Island & Blind Channel or not residing in the aforementioned districts but wishing to register with the Association and being eligible to play in any Minor Lacrosse Division as determined by the BCLA Minor Directorate;

    4. For Division breakdown, ages at December 31st of the current playing year will be used, unless otherwise specified by the BCLA Minor Directorate.

       

       

      Division

      Age

      Mini-Tyke

      4 to 6

      Tyke

      7 and 8

      Novice

      9 and 10

      PeeWee

      11 and 12

      Bantam

      13 and 14

      Midget

      15 and 16

       

    5. Upon written application to the Executive Committee by the parent(s) or guardian, consideration may be given to move a player up or down a division or a tier. Association approval shall be obtained by majority vote of the Executive Committee with recommendation to the Vancouver Island Minor Lacrosse Commission for ratification, as required.

       

  2. Voting Member in good standing (must be 18 years of age or over):

     

    1. A custodial parent or guardian of at least one playing member; or

    2. Any coach, assistant coach, trainer, manager or official of the Association; or

    3. Any person who is actively involved in the general work of the Association; or

    4. All persons elected or appointed by the Association

       

  3. Non-Voting Associate Member:

     

    1. Any person not meeting the requirement for a Voting Member, may become a Non-Voting Member upon sponsorship of two Voting Members and acceptance by the Executive Committee; or

    2. Any player registered to play in any above-Minor Lacrosse Division, as determined by the BCLA Directorates, and wishing to affiliate with the Association; or

    3. Any coach, assistant coach, trainer, manager or official of the Association under the age of 18.

 

  1. Registration and Fees

     

    1. All playing members are to be registered according to the current BCLA policy.

    2. Registration fees for playing members shall be fixed annually by the Executive Committee.

    3. Sponsorship fees shall be fixed annually by the Executive Committee.

       

      Part 3 - Affiliations

       

  2. The Association shall maintain affiliation with both the British Columbia Lacrosse Association and the Vancouver Island Minor Lacrosse Commission, and shall observe all laws, rules and regulations by which those Associations are goverfned.

     

    Part 4 – Meetings of the Members

     

  3. General meetings of the Association shall be held at the time and place, in accordance with the Society Act, that the Executive Committee decide.

     

  4. Every general meeting, other than an annual general meeting, is an extraordinary general meeting.

     

  5. The directors may, when they think fit, convene an extraordinary general meeting.

     

  6. (1) Notice of a general meeting shall specify the place, day and hour of the meeting, and, in case of special business, the general nature of that business.

    (2) The accidental omission to give notice of a meeting to, or the non-receipt of a notice by, any of the members entitled to receive notice does not invalidate proceedings at that meeting.

     

  7. An annual general meeting shall be held at least once in every calendar year and not more than 15 months after holding of the last proceedings annual general meeting.

     

    Part 5 – Proceedings at General Meetings

     

  8. Special business is:

     

    1. The adoption of rules or order;

    2. The consideration of the financial statements;

    3. The report of the Executive Committee;

    4. The report of the auditor, if any;

    5. The election of directors;

    6. The appointment of the auditor, if required; and

    7. The other business that, under the bylaws, ought to be transacted at the annual general meeting, or business which is brought under consideration by the report of the Executive Committee issued with the notice convening the meeting.

       

  9. (1) No business, other than an election of a chairman and the adjournment or termination of the meeting, shall be conducted at a general meeting at a time of quorum is not present.

    1. If at any time during a general meeting there ceases to be a quorum present, business then in progress shall be suspended until there is a quorum present or until the meeting is adjourned or terminated.

    2. A quorum is 3 elected and 4 appointed officers present or a greater number that the members may determine at a general meeting.

     

  10. The president of the Association, the vice-president or in the absence of both, one of the other directors present, shall preside as chairman of a general meeting.

     

  11. (1) No resolution proposed at a meeting need to be seconded and the chairman of a meeting may move or propose a resolution.

    1. The president shall not have a casting vote except in the event of an equality of votes being the only vote he is entitled to as a member.

    2. Any member may attend any meeting called by the Association.

  12. Each voting member in good standing present at an Annual or Extraordinary General meeting of members is entitled to one vote. Voting by proxy is not permitted.

     

    Part 6 – Executive Committee

     

  13. Terms of office for the elected and appointed members of the Executive Committee shall be for a period of one year.

 

  1. Elected members of the Executive Committee shall be determined annually not later than the Annual General Meeting.

  2. Appointed members should be selected by the Executive Committee within three months of the Annual General Meeting.

  3. An Executive Committee member may serve only in one executive position at any one time.

  4. The immediate Past-President shall sit on the Executive Committee and shall have a vote on the affairs of the Association.

  5. In the event of a resignation of position, and if deemed necessary by the President, a replacement for the remainder of the term shall be selected by clear majority vote of the Executive Committee.

  6. Each member of the Executive Committee is responsible to the President. The President shall be responsible to the general membership of the Association.

 

22. The election of the directors shall be conducted as follows:

 

  1. At least one month before the Annual General Meeting, under the direction of the President, the Executive Committee shall appoint a nominating committee of three (3) members of the Executive Committee. It shall be the responsibility of this committee to prepare and present a list of nominees, for each elected office.

  2. Further nominees may be made from the floor. The nominees if not present at the meeting must have previously provided written assurance that they will stand for office.

  3. The President shall appoint two scrutineers from the floor to conduct the election of officers.

  4. Elections shall be done by appropriate voting system agreed to by the Executive Committee.

 

  1. (1) The Executive Committee may exercise all the powers and do all the acts and things that the Association may exercise and do, and which are not by these bylaws or by statute or otherwise lawfully directed or required to be exercised or done by the Association in general meeting, by subject, nevertheless to:

     

    1. All laws affecting the Association;

    2. These bylaws; and

    3. Rules, not being consistent with these bylaws, which are made from time to time by the Association in general meeting.

       

        1. No rule, made by the Association in general meeting, invalidates a prior act of the Executive Committee that would have been valid if that rule had not been made.

        2. In addition to various powers, duties and authorities herein conferred upon them, the Executive Committee shall have the following powers and authority:

       

      1. To deal with protests and complaints;

      2. To suspend or expel members for wilful violation of the Association objectives;

      3. To deal with every application of transfer.

       

  2. The Executive Committee comprises:

  1. Elected Officers:

     

    1. President

    2. 1st Vice-President

    3. 2nd Vice-President

    4. Secretary

    5. Treasurer;

    6. Registrar: and

    7. Immediate Past President

       

  2. Appointed Officers:

     

    1. Head Coach;

    2. Head Referee;

    3. Equipment Manager;

    4. Floor Allocator;

    5. Tournament Coordinator;

    6. Sponsorship Coordinator;

    7. Booster Coordinator;

    8. Publicity Coordinator;

    9. School & Community Programs Coordinator;

    10. Referee Allocoator;

    11. Additional Appointed Officers, as required.

 

25. (1) The president, 1st Vice-president,2nd Vice-President, secretary, treasurer, registrar and immediate past president shall be the directors of the Association.

  1. The number of directors shall be 5 or a greater number determined from time to time at a general meeting.

  2. No act or proceeding of the directors is invalid only by reason of there being less than the prescribed number of directors in office.

 

26. (1) The directors shall retire from office at each annual general meeting when their successors shall be elected.

  1. Separate elections shall be held for each office to be filled.

  2. An election may be made by acclamation, otherwise it shall be by ballot.

  3. If no successor is elected the person previously elected or appointed continues to hold office.

 

  1. The members may by special resolution remove a director before the expiration of his term of office, and may elect a successor to complete the term of office.

     

  2. No director shall be remunerated for being or acting as a director. An executive committee member or Association representative shall be reimbursed for expenses necessarily and reasonably incurred by him while engaged in the affairs of the Association, with the approval of the Executive Committee.

     

    Part 7 – Proceedings of Executive Committee

     

  3. (1) The Executive Committee may meet together at the places they think fit to dispatch business, adjourn and otherwise regulate their meetings and proceedings, as they see fit.

  1. The Executive Committee may from time to time fix the quorum necessary to transact business, unless so fixed the quorum shall be a majority of the Executive Committee then in office.

  2. The president shall chair all meetings of the Executive Committee, but if at a meeting the president is not present within 30 minutes after the time appointed to hold the meeting, the 1st Vice-President shall act as chair; but if neither is present the Executive Committee present may choose one of their number to be chair at that meeting.

  3. 3 directors or the president may at any time convene a meeting of the Executive Committee

  4. Only executive members present shall be entitled to vote. Voting by proxy is not permitted

 

30. (1) An executive member may delegate any, but not all, of their powers to committees consisting of the executive member or members as they see fit.

  1. A committee so formed in the exercise of the powers so delegated shall conform to any rules imposed on it by the Executive Committee, and shall report every act or thing done in exercise of those powers to the earliest meeting of the Executive Committee to be held after it has been done.

  2. The members of the committee may meet and adjourn as they think proper.

 

  1. For a first meeting of directors held immediately following the appointment or election of a director or directors at an annual general meeting of members, or for a meeting of the directors at which a director is appointed to fill a vacancy in the directors, it is not necessary to give notice of the meeting to the newly elected or appointed director or directors for the meeting to be constituted, if a quorum of the directors is present.

     

  2. A director who may be absent temporarily from British Columbia may send or deliver to the address of the Association a waiver of notice which may be by letter, telegram, telex, or cable, of any meeting of the Executive Committee and may at any time withdraw the waiver, and until the waiver is withdrawn:

     

    1. No notice of meeting of the Executive Committee shall be sent to that director, and;

    2. Any and all meetings of the Executive Committee of the Association, notice of which has not been given to that director shall, if a quorum of the Executive Committee is present, be valid and effective.

       

  3. A resolution in writing, signed by a majority of the Executive Committee and placed with the minutes of the Executive Committee is as valid as if regularly passed at a meeting of Executive Committee.

     

    Part 8 – Duties of Officers

     

  4. The President shall:

     

    1. At any time convene a meeting of the Executive Committee;

    2. Preside all meetings of the Association and its Executive Committee;

    3. Is the chief executive officer of the Association and shall supervise the other officers in the execution of their duties;

    4. Be an ex-officio member of all committees;

    5. Be responsible for the administration of the Association;

    6. Ensure that all Executive Committee members are made aware of their duties; and

    7. Sign the minutes of all meetings of the Association

       

  5. The 1st Vice President shall:

     

    1. Carry out the duties of the President during his absence;

    2. Serve on any committee of the Association at the discretion of the President;

    3. In the event that the President shall resign or not be able to carry on for any reason, shall assume the duties of the President for the remainder of the term; and

    4. Perform other related duties as required.

       

  6. The 2nd Vice President shall:

     

    1. Carry out the duties of the President during the absence of both the President and 1st Vice President;

    2. Serve on any committee of the Association at the discretion of the President; and

    3. Perform other related duties as required.

  7. The Secretary shall:

     

    1. Conduct the correspondence of the Association which is to be promptly and properly actioned and file copies made readily available to the Executive Committee;

    2. Issue notices of meetings of the Association and Executive Committee;

    3. Keep minutes of all meetings of the Association and Executive Committee ensuring the minutes are signed by the President;

    4. Have custody of all records and documents of the Association except those required to be kept by the treasurer;

    5. Have custody of the common seal of the Association;

    6. Maintain the register of members;

    7. On completion of the term of office turn over all files, communications and documents pertaining to the affairs of the Association to a successor; and

    8. Perform other related duties as required.

       

  8. The Treasurer shall:

     

    1. Keep financial records, including books of account, necessary to comply with the Society Act. These books shall be kept accurately, up to date and readily available for audit when necessary;

    2. Render financial statements to the Executive committee, members and others monthly;

    3. Ensure that all funds received in the name of the Association are deposited into accounts held at a financial institution;

    4. Ensure that all bills owed by the Association are paid. Outstanding accounts shall be paid by cheque, signed by the Treasurer and President or, in absence, the Vice-President. Management of Non-General Revenue Accounts may be delegated to other Executive committee members at the discretion of the Treasurer and with approval of the President;

    5. Present a detailed statement of the finances of the Association at the Association’s Annual General Meeting; and

    6. Perform other related duties as required.

       

  9. (1) The office of secretary and treasurer may be held by one person who shall be known as the secretary treasurer;

2. When a secretary treasurer holds office the total number of directors shall not be less than 4 or the greater number that may have been determined pursuant to bylaw 25. (2).

 

  1. In the absence of the secretary from a meeting, the Executive Committee shall appoint another person to act as secretary at the meeting.

     

  2. The Registrar shall:

     

    1. Maintain a record of all playing members;

    2. Be responsible for the annual registration of all playing members, teams and team official with the BCLA;

    3. Advise the Treasurer of any refunds to be made; and

    4. Perform other related duties as required.

       

  3. The Immediate Past President shall:

     

    1. Act as a liaison between the previous and current Executive; and

    2. Maintain the continuity of the Executive.

       

  4. The Head Coach shall:

    1. Prepare a list of persons recommended to coach teams in the Association and submit this list to the Executive Committee for ratification prior to commencement of league play;

    2. Liaise with the Zone 6 Head Coach, BCLA, BCLCA and other Head Coaches to provide coaching clinics for coaches prior to the commencement of league play;

    3. Ensure that all coaches maintain a high calibre of coaching throughout the season;

    4. Counsel any coach, manager or trainer who displays conduct unbecoming a team official while representing the Association;

    5. Recommend to the Executive Committee, with explanation, any coach, manager or trainer who should be removed from position for cause;

    6. Liaise with the appointed Division Commissioners when disciplinary action required;

    7. Attend annual meetings of the BCLCA, as required;

    8. Maintain a register of coaches and their levels for submission to BCLA; and

    9. Perform other related duties as required.

       

  5. The Head Referee shall:

     

    1. Institute and supervise referee’s clinics and continuous training program to ensure a high calibre of refereeing for the Association;

    2. Ensure frequent supervision and instruction of officials in game situations;

    3. Act as a role model for all other officials by adhering to the Official’s Code of Ethics;

    4. Suspend or refuse to assign any referee who displays any conduct unbecoming an official while representing the Association;

    5. Provide a register of all qualified officials and their levels to the appointed referee allocator and the Executive Committee;

    6. Conduct training programs to meet the time-keeping and score-keeping requirements of all home games of the Association; and

    7. Perform other related duties as required.

       

  6. The Equipment Manager shall:

     

    1. Procure and keep on hand such lacrosse equipment as directed by the Executive Committee;

    2. Ensure that all teams of the Association have an adequate supply of equipment to enable them to conduct practice sessions and games;

    3. Bring to the attention of the Executive Committee that equipment which is damaged, worn or in need of replacement;

    4. Ensure that an adequate supply of lacrosse balls are on hand for all home, league, exhibition, tournament and playoff games; and

    5. Perform other related duties as required.

       

  7. The Floor Allocator shall:

     

    1. Sit as a member of the Vancouver Island Minor Lacrosse Commission Scheduling Committee;

    2. Ensure that Head Coach, Head Referee and Publicity Coordinator receive copies of league schedules;

    3. Allocate practice times on an equitable basis;

    4. Standardize practice times to ensure maximum use of facilities;

    5. Schedule all meetings and floor times with the facilitator of Campbell River Parks and Recreation, as required;

    6. Coordinate with the Tournament Coordinator all facilities required for tournaments; and

    7. Perform other related duties as required.

       

  8. The Tournament Coordinator shall:

     

    1. Chair the committee(s) responsible for Association tournaments;

    2. Perform other related duties, as required.

       

  9. Sponsorship Coordinator shall:

     

    1. Recruit and maintain sponsorships from business concerns, private individuals or groups for each team of all divisions of the Association;

    2. Ensure that such sponsors are given due recognition through advertising with the cooperation of the Publicity Director;

    3. Ensure that a letter of appreciation and an official receipt are sent to each sponsor;

    4. Forward all monies to the Treasurer for recording and banking; and

    5. Perform other related duties as required.

       

  10. The Booster Coordinator shall:

     

    1. Procure Association souvenirs in the promotion of the sport of Lacrosse;

    2. Obtain Association wearing apparel for re-sale; and

    3. Perform other related duties; as required.

       

  11. Publicity Coordinator shall:

     

    1. Ensure that the game of Lacrosse is promoted;

    2. Ensure that advertising activities are carried out;

    3. Forward game results, schedules and reports to news media;

    4. Ensure that Association activities are communicated to all members;

    5. Perform other related duties as required.

       

  12. The School & Community Programs Coordinator shall:

     

    1. Provide community lacrosse and inter-lacrosse programs for the purpose of introducing and promoting the game;

    2. Liaise with and support school personnel in the teaching of lacrosse and inter-lacrosse, and provide equipment and manuals on loan;

    3. Recruit and provide training to association players and coaches for the purpose of providing comprehensive, age appropriate community programs with an emphasis on maximum participation and fun;

    4. Ensure that all programs participants receive information, names and phone contact numbers of all local lacrosse associations;

    5. Ensure a pleasant transition from school and community program's for young people who decide to play for a minor association; and

    6. Perform other related duties as required.

       

  13. The Referee Allocator shall:

     

    1. Ensure that referees are allocated for all of the Association’s playing commitments;

    2. Ensure that officials are paid as required; and

    3. Perform other related duties as required.

       

  14. The Additional Appointed Officers shall:

     

    1. Perform duties as required by the president.

       

      Part 9 – Seal

       

  15. The Executive Committee may provide a common seal for the Association and may destroy a seal and substitute a new seal in its place.

     

  16. The common seal shall be affixed only when authorized by a resolution of the Executive Committee and then only in the presence of the persons prescribed in the resolution, or if no persons are prescribed, in the presence of the presence of the president and secretary or president and secretary treasurer.

     

    Part 10 – Borrowing

     

  17. In order to carry out the purpose of the Association the directors may, on behalf of and in the name of the Association, raise or secure the payment or repayment of money in the manner they decide, and in particular, but without limiting the foregoing, by the use of debentures.

     

  18. No debenture shall be issued without the sanction of a special resolution.

     

  19. The members may by special resolution restrict the borrowing powers of the Executive Committee, but a restriction imposed expires at the next annual general meeting.

     

    Part 11 – Books and Records

     

  20. All necessary books and records of the Association required by these By-Laws or by any applicable statute or law shall be regularly and properly kept.

     

  21. The books of account shall be kept at such place in the Province of British Columbia as the Executive thinks fit, and shall at all times be open for inspection by the Executive Committee.

     

  22. The fiscal year of the Association shall terminate on the thirty-first day of August in each year.

     

  23. The Executive shall from time to time determine whether and to what extent and at what times and places and under what conditions or regulations the accounts and books of the Association shall be open to inspection of members not being officers; and no member (not being an officer) shall have any right of inspecting any account or book or document of the Association except as conferred by law or authorized by the Executive Committee or by resolution of the members, whether previous notice thereof has been given or not.

     

    Part 12 – Operating Policy

     

  24. The Association hereby adopts and accepts the Operating Policy approved by majority vote of the members in attendance at the Annual General Meeting of the British Columbia Lacrosse Association.

     

    Part 13 – Notices to Members

     

  25. A notice may be given to a member, either personally or by mail to them at their registered address.

     

  26. A notice sent by mail shall be deemed to have been given on the second day following that on which the notice is posted, and in proving that notice has been given it is sufficient to prove the notice was properly addressed and put in a Canadian post office receptacle.

     

  27. (1) Notice of a general meeting shall be given to every member shown on the register of members on the day the notice is given; and

2. No other person is entitled to receive a notice of general meeting.

 

Part 14 – Bylaws

 

  1. On being admitted to membership, each member is entitled to and the Association shall give him, without charge, a copy of the constitution and bylaws of the Association.

     

  2. Amendments or alterations to the Constitution or any of the By-laws of this Association may be made at any annual meeting, or special meeting of the Association, but only by a special resolution.

     

  3. No such amendments shall be made unless carried by a vote of seventy-five percent (75%) of the members voting at an annual meeting or a special meetoing.

     

  4. Notice of any proposed amendment or alteration shall be given in writing to the Secretary at least forty-five (45) days prior to the date of the meeting at which such amendment is to be submitted and the Secretary shall cause such changes to be printed and posted to all members thirty (30) days prior to the meeting.

 

Accepted: May 12, 2000 Revised:

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