SJASSC Constitution and Bylaws

SAINT JOHN AMATEUR SPEED SKATING CLUB

 

SECTION 1:              CONSTITUTION 

 

ARTICLE 1                NAME

 

ARTICLE 2                PURPOSE

Mission Statement

Vision

Values

 

ARTICLE 3                DISSOLUTION OF ORGANIZATION

 

ARTICLE 4                PROCEDURE TO AMEND CONSTITUTION

 

 

SECTION 2:              BYLAWS

 

ARTICLE I                GENERAL

 

ARTICLE II               MEMBERSHIP

 

ARTICLE III             BOARD OF DIRECTORS

 

ARTICLE IV             RESPONSIBILITIES OF  DIRECTORS

 

ARTICLE V               MEETINGS

 

ARTICLE VI             PROCEDURE TO AMEND BYLAWS

 

ISSUE No. 5

Date April 2013

 

 

 

 

SECTION 1:        CONSTITUTION OF THE SAINT JOHN AMATEUR SPEED SKATING CLUB

 

 

ARTICLE 1         NAME

 

Section 1.0            The name of this organization shall be the Saint John Amateur Speed Skating Club. Whenever the word “Club” or “SJASSC” appears hereafter, it shall represent the Saint John Amateur Speed Skating Club.

 

Section 1.1            The short title of this Club shall be the S.J.A.S.S.C. or SJASSC.

 

Section 1.2            The Club colours shall be red, white and blue.

 

ARTICLE 2         PURPOSE

 

Section 2.0            MISSION STATEMENT

 

Promote and develop speed skating in the Saint John Area so that participants may learn, enjoy and excel in the sport.

 

Section 2.1            VISION

 

Prepare skaters to participate in all levels of competition including Canada East and Nationals Short Track Championships, Canada Winter Games, International Competition and the Olympics.

 

Section 2.2            VALUES

 

  • Promote and develop the competitive sport of speed skating in the Saint John area through “Learn to Skate” and “Speed skating”

 

  • Provide developmentally appropriate training and competition in accordance with Speed Skate Canada’s (SSC) Long Term Participant Athlete Development (LTPAD) model.

 

  • Continue to develop coaching and officials in order to preserve the continuation of the sport within Saint John and the surrounding area.

 

  • Values of fair play, team work and dedication are developed by participation in sport. These values are strongly encouraged and will stay with the athlete the rest of their lives.

 

  • Respect for oneself and between athletes, volunteers, coaches and board members is of utmost importance within the club

 

ARTICLE 3         DISSOLUTION OF ORGANIZATION

 

In the event of the dissolution of SJASSC there shall not be distribution of any funds among members. The property and assets shall, after payment of liabilities, be donated to one or more recognized “not-for-profit” organizations as may be decided by the club in a General Meeting.

 

ARTICLE 4         PROCEDURE TO AMEND CONSTITUTION

 

Section 4.0           Changes or amendments to the Constitution may be made only at an

Annual Meeting or a Special General Meeting by a majority vote of eligible members.

 

Section 4.1            Notice of motion of the proposed changes or amendments to the Constitution must be given in writing fourteen (14) days prior to the Annual General Meeting or the Special General Meeting in which the changes or amendments are to be proposed.

 

 

SECTION 2:  BYLAWS OF THE SAINT JOHN AMATEUR SPEED SKATING CLUB

 

ARTICLE I          GENERAL

 

Section 1.0            The name of this organization shall be the Saint John Amateur Speed Skating Club. It shall function as a club under New Brunswick Amateur Speed Skating Association (NBASSA) also known as SSNB, which is a branch of Speed Skate Canada (SSC).

 

Section 1.1            The short title of this Club shall be the S.J.A.S.S.C. or SJASSC.

 

Section 1.2            The Club colours shall be red, white and blue.

 

Section 1.3            The fiscal year end of the club is April 30 of each year.

 

Section 1.4            The website of the club is www.sjspeedskaters.ca

 

 

ARTICLE II        MEMBERSHIP

 

Section 2.0            The club is made up of skater members and associate members.

 

Section 2.1            Skater members pay yearly club membership dues as part of the club registration fees.

 

Section 2.2            Associate members are actively involved in the promotion of speed skating through the SJASSC as volunteers, coaches, officials or members of the Board of Directors.

 

Section 2.3            Skater and Associate members are registered with Speed Skate Canada (SSC) and New Brunswick Amateur Speed Skating Association (NBASSA) also known as Speed Skate New Brunswick (SSNB).

 

 

ARTICLE III      BOARD OF DIRECTORS

 

Section 3.0            The Board of Directors (B.O.D.)  of the Club shall consist of:

 

  • President
  • Director of Registration
  • Director of Coaching
  • Director of Finance
  • Director of Communication
  • Director of Competitions and Officials
  • Director of Membership and Athlete Development
  • Director of Marketing and Fundraising
  • Director of Resources
  • Member(s) of Provincial Board of Directors

 

Section 3.0.1         Additional positions may be utilized to aid succession and continuity. This could be a Vice-president training for the position of President and/or the immediate Past-president staying on the board to assist. These members may hold other board positions at the same time.

 

Section 3.1            Members of the Board of Directors, including the member of the Provincial Board of Directors are to be elected at the Annual General Meeting of the Club.

 

Section 3.1.1         The Chairperson, Director of Resources, Director of Communication, Director of Competitions and Officials, and Director of Membership and Athlete Development and are to be elected in odd numbered years.

 

 

Section 3.1.2         The Director of Registration, Director of Coaching, Director of Finance, Director of Marketing and Member of Provincial Board of Directors shall be elected in even numbered years.

 

Section 3.2           A nominating committee shall be appointed by the Chairperson prior to the Annual General Meeting (A.G.M.) to submit a slate of Directors to the A.G.M.  Further nominations may be made from the floor at the A.G.M.

 

Section 3.3           If elected according to the above schedule, members of the B.O.D. shall hold office for a period of 2 years, starting May 1 following his/her election.  All directors shall be eligible for re-election.

 

Section 3.4.1         Upon the resignation of a Director, or upon the occurrence of a vacancy between Annual General Meetings, the vacancy may be filled by a majority vote of the remaining Directors at a meeting of the Board of Directors called for this purpose.  This newly elected director will fill the position until the next scheduled election for that position, which may be less than two years. (The majority vote is to be a majority of the actual number of Directors on the Board of Directors – not merely a majority of Directors present.)

 

Section 3.4.2  A two year committment, with elections on the stated years is preferable. Sometimes it may be necessary to deviate from this to allow movement between positions, or to fill unplanned vacancies.

 

Section 3.5            A Director may relinquish his or her position by submitting his or her own resignation to the Board of Directors. A Director may be relieved of his or her position upon receipt of a written request to do so from all remaining Directors on the Board of Directors.

 

 

ARTICLE IV       RESPONSIBILITIES OF THE BOARD OF DIRECTORS

 

Section 4.0            The Board of Directors shall manage the property and assets of the Club. It shall enforce the preservation of order and obedience to the Constitution and By-Laws, and shall have the power to employ such service and assistance, and to make such rules and regulations as are necessary for the comfort and success of the Club in accordance with the Constitution and By-Laws.

 

Section 4.1            General Responsibilities and Duties of Directors

 

  • Directors may establish a committee to assist them in carrying out their duties.
  • Each Director should communicate about the annual budget with the Director of Finance no later than March 31 of each year.
  • Directors may be required to sit on related NBASSA Committees.
  • Directors are expected to take part in monthly, B.O.D. and other meetings as well as communicate by phone or e-mail as necessary.
  • Directors are expected to work together as needed and take part in club activities such as Open Houses and Meets.

 

Section 4.1.1         Duties of the PRESIDENT

 

  • The President may also be known as the Chairperson.
  • Oversee the day to day operations of the SJASSC and ensure the provision of services as per the Constitution and Bylaws.
  • Delegate operations of SJASSC as required and establish special committees as required.
  • Act as advisor/consultant to the Directors and committees.
  • Supervise the activities of any and all agents or employees of SJASSC.
  • Shall have no vote on the Board of Directors except in the case of a tie.
  • Liaise with NBASSA and SSC in all matters that affect the Club.
  • Evaluate and approve expenditures within established guidelines.
  • Assume the responsibilities of the Directors position while a Directorship is vacant
  • Call Board of Director meetings as required.
  • Prepare Agendas (with assistance of Director of Communications) and chair meetings.
  • Have signing authority in conjunction with the Director of Finance and one other selected Director.
  • Spokesperson of SJASSC to outside agents unless delegated.
  • Shall express the views and wishes of the SJASSC.

 

 

 

Section 4.1.2         Duties of Director of REGISTRATION

 

  • Also known as the Registrar
  • Develop a strategy to hold an annual registration time for the start of the season.
  • This includes setting location, organizing volunteers and preparing updated paperwork.
  • Ensure all members have completed and signed a current registration form.
  • Enter and update membership data into SSC database in a timely manner.
  • Collect appropriate fees, provide receipts and submit fees to the Director of Finance.
  • Provide an up-to-date list of members, with appropriate information, to other Directors and coaches.
  • Coordinate the distribution, collection and submission of meet forms and fees for ALL Meets and events.

 

Section 4.1.3         Duties of Director of COACHING

 

  • Ensure that there are adequate numbers of qualified coaches for all groups of skaters.
  • Consult NBASSA and NCCP (National Coaching Certification Program) about the availability of training for Coaches and ensure that members participate.
  • Assure that training and activities correlate with SSC’s Long Term Participant Athlete Development Plan.
  • Administer the pin program for all skaters.
  • Provide a yearly schedule of practice times and coaches.
  • Work with Provincial Coach/Technical Director and develop programs

 

Section 4.1.4         Duties of Director of FINANCE

 

  • Also known as Treasurer
  • Provide a yearly financial statement and present it at the Annual General Meeting.
  • Keep an up-to-date record of all finances.
  • Ensure all registration fees, meet fees, fund raising receipts and any other cash or cheques are collected and deposited promptly.
  • Ensure any payments, refunds or other cheques are sent in a timely manner.
  • Have signing authority in conjunction with the Director of Communications or the Chairperson and one other selected Director for all funds that have been approved. by the Board of Directors.

 

Section 4.1.5         Duties of Director of COMMUNICATION

 

  • Take minutes at all meetings of the Board of Directors and provide a copy to each Director in a timely manner.
  • Send and receive all communications, correspondence, letters, documents and such for the Club.
  • Provide information to the club members using e-mails, social media and the website.
  • Provide media coverage of all major events and meets
  • Submit information on meet results to the Media
  • Provide a current list of SSNB Directors.
  • Send copy of agenda of Annual General Meeting to each member two to four weeks prior to the AGM.
  • Work with the Chair to make arrangements for a suitable location and time of meetings.

 

Section 4.1.6         Duties of Director of COMPETITIONS

 

Currently SJASSC hosts 2 Meets: The Charles Gorman Memorial Speed Skating Championships (Formerly known as the Maritime Championships, renamed in 2011) and a FUNdamentals Meet. In the past SJASSC would host 4 meets: The Maritime Championships, Charles I Gorman NB Outdoor and two in-club meets.

 

  • Also known as The Meet Coordinator
  • The Director of Competitions coordinates all meets held during the skating season.
  • This involves the scheduling of officials, volunteers and paramedics. (Referees, Line Judges, Timers, Lap Counters, Corner Stewards, Office Staff, Runners, Starters, Water Carriers. )
  • Ensure all necessary equipment is available for each meet (lap counter, guns, watches).
  • Coordinate with Registrar to ensure meet registration forms are sent out at the appropriate time.
  • Procure ice time from the City of Saint John for each skating season. This involves time for practices, meets, training camps or summer camp.
  • Consult NBASSA about the availability of training for Officials and ensure that members participate.
  • Obtain and update a list of all qualified Officials in New Brunswick.

 

Section 4.1.7         Duties of Director of MEMBERSHIP and ATHLETE DEVELOPMENT

 

  • Develop a strategy to ensure a healthy growth in the number of members.
  • Work with Provincial Coach/Technical Director to provide an awareness of speed skating in the community.
  • Work with Director of Marketing/Fundraising on production and distribution of marketing information such as posters and brochures.
  • Develop a budget for the funding of provincial team members for each skating year.
  • Obtain documentation on the development of speed skating from outside sources.
  • Assure that training and activities correlate with SSC’s Long Term Participant Athlete Development Plan.
  • Provide information to parents and guardians about the Club program and address any concerns.
  • Provide an awareness of availability of Club apparel, skin suits or jackets.

 

Section 4.1.8         Duties of Director of MARKETING and FUNDRAISING

 

  • Conduct fund raising activities that will ensure a good financial position of the Club.
  • Normally every year several fund raising activities are carried out.
  • Approach and maintain a good working relationship with corporate sponsors.
  • Search for and apply for other funding options such as grants.
  • Work with Director of Membership/A.D. on production and distribution of marketing information such as posters and brochures.
  • Coordinate Fundraising activities and sales of Program Ads for the Charles Gorman Memorial Meet.

 

Section 4.1.9         Duties of Director of RESOURCES

 

  • Also known as Equipment Manager.
  • Acquisition and distribution of Club clothing, skate equipment, etc.
  • Responsible for managing the skate rental program.
  • Ensure all Club assets are accounted for and in good working order. This includes; board pads, blocks, skates, jigs, watches, pistols and sharpening stones.
  • Annually submit requirements for additional assets; new board pads, additional skates, etc.
  • Make arrangements to repair or have repaired defective or damaged assets; board pads, watches, guns, etc.
  • Arrange to teach parents and skaters about proper skate care and sharpening.

 

Section 4.1.10         Duties of PROVINCIAL DIRECTOR

 

  • Also known as SSNB Representative
  • Submit reports as available to the Board of Directors about the provincial directions, policies, etc.
  • Take to the provincial body all concerns, problems and directions that the Club Board of Directors may have.
  • Should a vacancy exist on any Committee of Speed Skate New Brunswick, our Provincial Director would automatically be entitled to represent Saint John Amateur Speed Skating Club at any and all meetings of said committee(s).

 

Section 4.2            Expenditures

Expenditures for equipment or supplies purchased on behalf of SJASSC should be approved as follows by the Board of Directors (adopted Dec 1, 2011):

 

Expenditure Level Position Approving Expenditure Approval Method
$0-$200 President -Verbal or e-mail request to President-President e-mails or verbalizes authorization to Director of Finance
$201-$500 President and any second Director -verbal or e-mail-President e-mails authorization to Dir. of Finance
$501 and above Board of Directors -Voted on at BOD Meeting or bye-mail

 

 

Section 4.3            Signing Authority

Any two of the Chairperson, the Director of Finance and a third selected board member shall be authorized to execute cheques or bank documents on behalf of the Club as approved according to  Section 4.2.

 

Section 4.4            Suspension

The Board of Directors shall have the power to suspend and exclude any member for any action which they construe to be detrimental to the Club, or the sport of speed skating. However, all parties are to be given the right to a hearing by the Board of Directors in advance of any continuous suspension, within seven (7) days of the incident.

 

 

ARTICLE V        MEETINGS

 

Section 5.0            Annual General Meeting (A.G.M.)

 

Section 5.0.1         The Annual General Meeting of the Club shall be held within thirty (30) days after the end of the fiscal year (April 30). Date, time and location to be determined by the Board of Directors.

 

Section 5.0.2         Notice of the Annual General Meeting shall be communicated to every member of the Club at least fourteen (14) days prior to the meeting. Communication may be done by e-mail and notification on the website.

 

Section 5.0.3         At all Annual General Meetings ten (10) members shall constitute a quorum.

 

Section 5.0.4         At the Annual General Meeting each member of the Board of Directors shall make a written report of their activities during the previous year and recommend such measures as they deem advisable.

The Treasurer shall present an up-to-date financial statement and if feasible a budget proposal for the upcoming season.

These reports are to be e-mailed in finished form to the Director of Communications no later than 1 week before the AGM.

The Director of Communications will prepare the meeting packages, including the Agenda, Minutes of previous AGM, reports and any other information.

 

 

Section 5.0.5         The order of business for the Annual General Meeting shall be as follows:

 

  1. Call to order
  2. Minutes of the previous Annual General Meeting
  3. Business arising from the Minutes
  4. Reports and communications
  5. The election of Officers

New Business

 

Section 5.1            Special General Meetings

 

Section 5.1.1         A Special General Meeting shall be called at the discretion of the Board of Directors, or whenever the Chairperson shall be requested to call one by written request of any ten (10) members setting forth the purpose.

 

Section 5.1.2         Notice of each Special General Meeting shall be communicated to every member of the Club at least fourteen (14) days prior to the meeting. Such notice shall state the purpose of the meeting. Communication may be done by e-mail and notification on the website.

 

Section 5.1.3         At all Special General Meetings, ten (10) members shall constitute a quorum.

 

Section 5.1.4         The order of business at a Special General Meeting shall be as follows:

 

  1. Call to order
  2. Explanation of purpose of meeting
  3. Business relating to the purpose of the meeting
  4. Adjournment

 

Section 5.2            General Meetings

 

Section 5.2.1         A General Meeting may be held every month during the skating season, time and place to be determined by the Board of Directors.

 

Section 5.2.2         At all General Meetings ten (10) members shall constitute a quorum.

 

Section 5.3            Meetings of the Board of Directors

 

Section 5.3.1         Meetings of the Board of Directors shall be called when requested by the President, or any three (3) members of the Board of Directors.

 

Section 5.3.2         At all meetings of the Board of Directors five (5) members shall constitute

a quorum.

 

Section 5.3.3         Only written proxies may be accepted in the voting process, subject to Article 6.

 

Section 5.3.4         Any decisions or recommendations by the Board of Directors shall be binding until ratified (approved) by the membership at the next General Meeting.

 

Section 5.3.5         Every effort shall be made to notify all members of the Board at least 72 hours prior to the date of the meeting.

 

Section 5.3.6         Any and all communication addressed to the Board shall be acknowledged as received and read in the Minutes of the meeting at which such communication was presented.

 

Section 5.4           Right to Vote

All skaters aged 14 or over and all associate members are eligible to vote.

Where a parent or guardian represents a skater(s) under the age of 14, he/she will be limited to one vote.

 

ARTICLE VI        PROCEDURE TO AMEND BYLAWS

 

Section 6.0            Changes to or amendments to the Bylaws may be made only at an Annual Meeting or a Special General Meeting by a majority vote of eligible members.

 

Section 6.1            Notice of motion of the proposed changes or amendments to the Constitution must be given in writing fourteen (14) days before the meeting prior to the Annual General Meeting or the Special General Meeting in which the changes or amendments are to be proposed.

 

Constitution and Bylaws Amended April 2013