N.W.T. 5 PIN BOWLERS’ ASSOCIATION
BY-LAWS
1. Terms of Admission:
All individuals shall be eligible for admission to membership in the Association on payment of the membership fee.
2. Rights of Members:
All members of the Association shall have the right to take part in all activities and to use all facilities established by the association for the promotion of its objects, subject to such regulations and the payment of such additional fees as the directors may from time to time prescribe for specific activities.
3. Obligations of Members:
Each member shall pay an annual membership fee at such time and in such amount as its determined by the members at each annual general meeting.
4. Withdrawal and Expulsion of Members:
(a) Any member may withdraw from membership in the association by notice in writing to the Secretary.
(b) Any member whose conduct is considered detrimental to the association may be expelled by a resolution passed by a majority of the directors of the association.
5. Meetings:
(a) An annual general meeting of the association shall be held between 31 and 60 days after the date of the fiscal year end: (Aug. 31 – Sept. 30th).
(b) General meetings of the association shall be held at the call of the President.
(c) Any ten (10) members may call a meeting by presenting a signed request to the President who shall call a special meeting within 15 days after receipt of such request;
(d) Notice of any general meeting shall be given at least thirty (30) days (or Special Meeting fifteen (15) days) prior to the date set for the meeting by the posting notices of such meetings at conspicuous points throughout the area of operation and/or by publication in the newspaper of general circulation, such notices to set forth the time, place, and business to be transacted at such meetings;
(e) A quorum for the transaction of business at any meeting of members shall consist of not less than 2/3rds of the members present in person or represented by delegate, provided that in no case can any meeting be held unless there are 2/3rds of the members present in person or represented by delegate. (In any case, no less than ten (10) members, excluding the executive.)
(f) If the President, or 1st Vice President is not present at a meeting, the meeting will elect a chairman for the purposes of that meeting only.
(g) Each member is entitled to one vote en any motion or resolution at all meetings.
6. Board of Directors:
(a) The property and business of the Association shall be managed by the Executive Committee, of whom a majority shall constitute a quorum. The President, Vice President, Secretary, Treasurer, Tournament Director, Technical Director, Fund Raising Chairman, Advertising and Promotion Chairman, Marketing Chairman, and the Lottery Chairman, shall be elected at the Annual General Meeting, open to all N.W.T. 5 Pin Bowlers’ Association members. The Presidents of each Zone shall be Directors on the N.W.T. 5 Pin Bowlers’ Association Board of Directors.
(b) The President, Vice President, Past President, Secretary, and Treasurer, shall be the Executive Committee of the Board of Directors.
(c) The President and the Secretary shall be elected for a two year term. The Vice President and the Treasurer shall be elected to a two year term, on alternate years than the President and the Secretary. The Tournament Director, Technical Director, Fund Raising Chairman, Advertising and Promotion Chairman, Marketing Chairman, and the Lottery Chairman, shall be elected for a one year term.
(d) Meetings of the Board of Directors shall be called by the President. On the written notice of four (4) Directors, the Secretary shall call a meeting of the Board of Directors. Notice of meetings of the Board shall be given at least two (2) days notice.
(e) Directors, as such, shall not receive any stated remuneration for their services.
(f) A retiring Director shall remain in office until the adjournment of the meeting at which his successor is elected.
(g) The Directors shall have the power to appoint a chairman to head necessary committees, who shall be responsible to the Directors and shall not hold the designated offices for any period beyond the next annual general meeting.
(h) The majority of Directors shall have the power to appoint any member of the association to fill a vacancy in their numbers and any director so appointed shall retire from office on completion of the unexpired portion of the term of the director he replaces.
(i) The Directors shall be responsible for conducting the affairs of the association in accordance with the objects, by-laws and Societies Act;
(j) A majority of Directors shall constitute a quorum at any Directors meeting.
(k) Any Director may be expelled by 2/3rds majority vote of Directors for any proven dishonesty, or for gross misconduct, or for failing or refusing to carry out his duties as a Director as provided in these by-laws;
(l) Directors or other officers shall be paid travelling and living allowances to compensate them for expenses incurred by them in conducting their duties, and such other remuneration as is established by a majority vote of the Board of Directors.
(m) The Directors shall have the power to authorize expenditures on behalf of the association for the purpose of furthering the objects of the association.
7. Officers:
(a) Duties of President and Vice President:
(i) The President shall when present, preside at all meetings of the members of the association and of the Board of Directors. The President shall also be charged with the general management and supervision of the affairs and operations of the association. The President with the Secretary or other officer appointed by the Board for the purpose shall sign all by-laws and other documents requiring the signature of the officers of the association.
(ii) During the absence or inability of the President, his full duties and powers shall be assumed and exercised by the Vice President. The Vice President shall
(b) Duties of Past President:
(i) The immediate past president shall be an officer of the association, with full voting privileges.
(c) Duties of the Secretary:
(i) The Secretary shall be ex-officio clerk of the Board of Directors. He shall attend all meetings of the Board of Directors and shall cause to be recorded all facts and minutes of all proceedings in the books kept for that purpose. He shall give all notices required to be given to members and to the Directors. He shall be the custodian of the seal of the association and of all books, papers, records, correspondence, contracts and other documents, belonging to the association which he shall deliver up only when authorized by a resolution of the Board of Directors to do so and to such person or persons as may be named in the resolution, and he shall perform such other duties as may from time to time be determined by the Board of Directors.
(d) Duties of the Treasurer:
(i) The Treasurer shall keep or cause to be kept full and accurate accounts of all receipts and disbursements of the association in proper books of accounts and shall deposit all moneys or other valuable effects in the name and to the credit of the association in such bank or banks as may from time to time be designated by the Board of Directors. He shall disburse the funds of the association under the direction of the Board of Directors, taking proper vouchers therefore, and shall render to the Board of Directors at the regular meetings thereof, or whenever required of him and account of all his transactions as Treasurer, and of the financial position of the association. He shall also perform other duties as may from time to time be determined by the Board of Directors. The Treasurer shall be bonded.
(e) Duties of the Chairman of Advertising and Promotion
(i) The Chairman of Advertising and Promotions shall be responsible for publicity on behalf of the association to cover fund-raising functions, tournaments and other news media advertising as deemed necessary and on approval of the Board of Directors. He shall also perform such other duties as may from time to time be determined by the Board.
(f) Duties of the Technical Director:
(i) The Technical Director shall ensure that adequate Clinics are conducted throughout the year, to include Clinics for new bowlers, Clinics for prospective Coaches, Clinics for the general bowling population, and any others that may be approved by the Board. He shall be responsible for the recruitment of instructors/aides for the aforementioned Clinics, and shall also perform such other duties as may from time to time be determined by the Board.
(g) Duties of the Fund-Raising Chairman:
(i) The Chairman of Fund-Raising shall co-ordinate and control all fund-raising activities on behalf of the association, which will include scheduling, location, and type of function. He is responsible for ensuring he has adequate persons on the fund-raising committee throughout tne year, and is responsible for securing volunteers to assist with all functions. The Chairman will submit a proposed outline for annual fund-raising, and on approval of the Board, will proceed to organize all events. He shall be bonded.
(h) Duties of the Tournament Director:
(i) The Tournament Director shall be responsible for the co-ordination and conduct of all tournaments, on behalf of the association. He shall ensure adequate assistance is secured for tournaments, i.e. scorekeepers and judge of play. Tournaments, other than those scheduled by the Canadian 5 Pin Bowlers’ Association, shall be approved by the Board prior to scheduling. The Tournament Director shall also perform such other duties as may from time to time he determined by the Board of Directors.
(i) Duties of the Marketing Director:
(i) The Marketing Director shall keep or cause to be kept full and accurate accounts of all merchandising property of the association. He shall display merchandise for sale in the showcase available. He shall place orders for merchandise with the Canadian 5 Pin Bowlers’ Association. Invoices to be delivered to the Treasurer for payment and the Marketing Director shall be responsible for collecting money from individuals who order merchandise. He shall distribute Canadian 5 Pin Bowlers’ Association Pins and Crests to all leagues upon receipt of CPBA coupons.,The Marketing Director shall also perform such other duties as may from time to time be determined by the Board of Directors.
(j) Duties of the Lottery Chairman:
(i) The Lottery Chairman shall co-ordinate and control the Lottery ticket sales, on behalf of the Association. He is responsible for ensuring he has adequate persons on his Committee, and he is responsible for securing volunteers or others to sell the tickets. He is responsible for obtaining the tickets, the banking, and all other necessary transactions required. He will have signing authority, along with the President and the Treasurer on the Lottery account. He shall be bonded.
8. Borrowing Powers:
The Directors may, by a majority vote of a special general meeting, borrow funds for capital expenditures and for the current operations of the association in such manner as they see fit.
9. Disposal of Funds:
(a) All moneys received by or on behalf of the association shall be deposited in the Association’s bank account in trust for the association, which account shall be with one of the chartered banks of Canada;
(b) All disbursements from the trust bank account shall be made by cheques signed by the President or Vice President, and the Treasurer, or in any of their absences, by some other Director appointed by resolution of the Directors.
10. Auditor:
(a) At the annual general meeting an auditor may be elected for the ensuing year;
(b) At each annual general meeting an annual financial statement containing:
(i) the assets and liabilities of the association in the form of a balance sheet, and
(ii) the receipts and disbursements of the association since the date of Incorporation or the date of the previous financial statement
and signed by the auditor, or by two Directors, if there is no auditor, shall be presented for the inspection of the members.
11. Seal and Signing Authority:
(a) The seal of the association shall consist of the word “Seal” in a circle formed by the exact name of the Association.
(b) The seal shall be kept in the custody of the Secretary and shall not be affixed to any instrument or document except by authority of a resolution of the Directors; and in the presence of the Secretary and at least one other Director.
(c) The Secretary and at least one other Director shall have the authority to sign instruments or documents on behalf of the association.
12. Minutes of Meetings, Books and Records:
All books and records of the association shall be open to the inspection of members at each annual general meeting.
13. Fiscal Year:
The fiscal year of the association shall end on the 31st day of July of each year.
14. Voting Procedures:
All votes taken at a meeting shall be open votes (show of hands) except in the case of election of officers or on any questions where the Board of Directors agree by majority vote, that voting shall be by secret ballot.
15. Making, Altering and Rescinding By -Laws:
By-laws of the association may be rescinded, altered, or added to at the Annual General Meeting or by extra-ordinary resolution of the Association at a general meeting and not otherwise, but no rescission, alteration or addition shall have any effect until it has been registered by the Registrar of Societies.
16. Mailing Address for the Association:
The official mailing address for the association shall be:
N.W.T. 5 Pin Bowlers= Association
P.O. Box 2643
Yellowknife, N.W.T.
X1A 2P9
17. For the purpose of this Constitution “HIS/HER” will be referred to as the same person.