ESRA Constitution and Bylaws

CONSTITUTION

1. NAME:

1.1. The name of this organization shall be “East Selkirk Recreation Association”, herein referred to as ESRA.

 

2. PURPOSE:

2.1. The purpose of ESRA is to plan, coordinate and deliver a range of recreational and community activities for the membership on a year round basis and provide effective management of the facilities and grounds that host these activities.

 

3. OBJECTIVES:

3.1. To provide suitable programs and facilities where community members can participate in leisure activities.

3.2. To encourage continuous improvement to leisure activities with ongoing collaboration and communication with other community organizations.

3.3. To provide communication to community of programs and activities offered by ESRA and to freely accept feedback to better understand the needs of the community.

3.4. To encourage community youth to work together cooperatively and develop self-esteem and sports skills through game play, and, above all, to have fun.

3.5. To protect and support the financial stability of ESRA; and to maintain a fair and just transparency to its members.

3.6. To promote fundraising and grant activities to support ESRA programs.

 

4. MEMBERSHIP

4.1. A Member is defined as someone who:

4.1.1. Resides in the RM of St. Clements.

4.1.2. Has paid a yearly membership fee.

4.2. Board Member Definitions:

4.2.1. “Member in Good Standing” is defined as a member who has attended at least three consecutive ESRA Board meetings without missing three consecutive meetings.

4.2.2. “Officer” is an elected member of the Executive Committee.

4.2.3. “Director” is an elected or appointed member of the Board of Directors.

 

5. FISCAL YEAR 5.1. The fiscal year of the ESRA shall be from July 1st to June 30th.

 

6. EXECUTIVE COMMITTEE AND BOARD OF DIRECTORS

6.1. The operation of ESRA shall be governed by the Executive Committee, which is elected at the Annual General Meeting of its membership.

6.2. The Executive Committee shall consist of a minimum of three Officers in in the following roles: the President, Past-President, Vice-President, Secretary and Treasurer.

6.3. Members of the Executive Committee must live in the RM of St. Clements and be at least eighteen (18) at time of election.

6.4. The Board of Directors will consist of members of the Executive Committee and representatives of each Program Committee.

6.5. Members of the Executive Committee are to serve without remuneration. Any Executive Committee member may be reimbursed for reasonable expenses incurred by them in the performance of their duties. No Executive or Directors shall directly or indirectly receive any profit from his/her position.

6.6. Members of the Executive Committee and Board of Directors may be paid reasonable expenses incurred by him/her in the performance of his/her duties

6.7. Only a Director who is a bona fide employee of the ESRA (whether full time or part time) may be paid remuneration with respect to services performed as an employee.

 

7. EXECUTIVE COMMITTEE POWERS:

The Executive Committee shall have the power to do all things necessary for the successful operation of ESRA, thus be empowered to:

7.1. Administer the funds of ESRA in such a manner and for such a purpose as it may decide are beneficial to the well-being and advancement of the objectives of ESRA.

7.2. To commence any new form of activity or sport considered desirable by the membership or in like manner discontinue any form of activity or sport being conducted under the auspices of ESRA.

7.3. Expel or suspend from ESRA any person guilty of misconduct or any infraction of the rules and regulations of ESRA.

7.4. To ensure that ESRA is operating on a fair and just basis. As such, the award or renewal of a contract, or the termination of any contract of service or employment outside of the contract terms, will require minimum two thirds approval of all members of the Executive Committee.

7.5. Notwithstanding any other provisions of the constitution, appoint committees, either standing temporarily: prescribe their duties, powers and duration thereof. All committees shall be responsible and accountable to the Executive Committee.

7.6. Hire a Facility Manager, assign duties, negotiate a contract of employment and set a reporting arrangement.

7.7. Hire additional employees as required.

 

8. ELECTION OF OFFICERS AND TERMS OF OFFICE:

8.1. All Executive Committee members, except the Past President, shall be elected at the Annual General Meeting (AGM).

8.2. The election dates of the Executive Committee members will be staggered as follows: Odd Calendar Years  President  Secretary Even Calendar Years  Vice President  Treasurer

8.3. The chair of the AGM will accept nominations from the floor or in advance of the AGM from other forms of communication including in-writing or by email or similar means.

8.4. A member in good standing may be voted into the Board at any time if there is a vacancy.

8.5. If more than one person is vying for an Executive Committee position the Chair of the AGM will appoint a scrutineer who will: distribute ballots, make an official count, announce the results at the meeting through the Chair and post-election, and destroy all ballots.

8.6. The elected Executive Committee shall take office at the beginning of the fiscal year, unless immediately required.

8.7. The term of office shall be two years in duration, taking effect the following July 1st. No Executive shall serve more than two consecutive terms in any one position, whenever possible.

8.8. In the event of a vacancy, the Executive Committee may elect a qualified member to fill the vacancy(s) for the remaining term of office. Such appointment(s) must have the majority approval of the Executive Committee.

8.9. Should the President tender his/her resignation in writing, this precludes that person from assuming the role of Past President. In the event the President resigns or is otherwise unable to complete their term, the Vice-President will fill the role for the balance of the term.

8.10. All books, papers, vouchers, money and other items related to ESRA remain the property of the Board. In all cases of resignation, retirement, death or removal from the Executive Committee or Board, these items must be immediately returned to ESRA.

8.11. The Board of Directors shall be elected or appointed at the AGM. The Director positions are expected to be as follows (10): Grants, Fundraising, Soccer, Baseball, Hockey, House League Hockey, Public Relations, and a maximum of three Members at Large. 8.12. If the seven (7) Director positions cannot be filled at the AGM, the existing Directors and Officers shall canvas the membership to find suitable candidates. If the attempts are unsuccessful, the existing Directors may take on the portfolio as a shared responsibility until such time as the position may be filled.

8.13. Directors are committing to a two year term once elected.

 

9. VOTING AND RESOLUTIONS:

9.1. At the Annual General Meeting or any Special General Meeting of the ESRA, members eighteen (18) years or older in attendance shall be entitled to a vote.

9.2. At Board Meetings, each Executive Committee member in attendance shall be entitled to one vote.

9.3. A simple majority shall approve all motions with the exception of amendments to the constitution and by-laws and the award or renewal of a contract, or the termination of any contract of service or employment outside of the contract terms.

9.4. No proxy votes shall be accepted.

9.5. The President may only vote in the event of a tie.

9.6. The Chair may at his/her discretion require any contentious issue to be voted on by ballot.

9.7. Any member can request a recorded vote at any time.

9.8. Email Voting Rules:

9.8.1. All Executive and Board Members must cast a vote on email motions. If you cannot vote due to a conflict, respond with “abstain”. 9.8.2. A simple majority passed a motion.

9.8.3. A minimum of 3 full days will be given to consider your vote.

9.8.4. If a Board member requires any additional information before casting a vote, please respond with “Clarification required:” followed by your question(s).

 

10. COMMITTEES:

10.1. Special Committees may be established as deemed appropriate by the Executive Committee for the conduct of the current year’s business or future planning. The Executive Committee shall define the duties and the terms of these committees.

 

11. FINANCE:

11.1. The Executive Committee shall administer all funds and securities of ESRA and present an Annual Financial review at the Annual General Meeting.

11.2. All Program Directors (Hockey, Soccer, Baseball) shall submit a budget to the Executive Committee for approval. The budget should include an estimate of expenditures and revenue and will be received two months prior to commencing operations.

11.3. The Facility Manager shall be responsible for managing the agreed upon expenditures for general maintenance. These expenditures are to be approved by the board even in case of emergency (See 11.7)

11.4. All funds raised by or on behalf of, or under the auspices of ESRA, must have prior approval of the Executive Committee.

11.5. A finance summary will be available at every board meeting while a full financial report will be presented at each AGM. Sports budgets will be presented for approval prior to the beginning of each season.

11.6. All invoices must indicate the vendor’s name. Expenditures not covered by the budget must be presented as a notice of motion to the Executive Committee.

11.7. In case of emergencies, a special meeting will be convened to agree on expenditures and plans. In extreme situations, an agreement on expenditures can be made by phone by no less than three Executive members.

11.8. All cheques or withdrawals must have two signatures.

11.9. All funds and securities of the club shall be deposited in the name of ESRA with a recognized financial institution, which shall be selected by the Executive Committee.

 

12. MEETINGS:

12.1. The Executive Committee will meet once a month. Meetings will be held at the discretion of the Executive Committee. Notice of meetings including minutes of the previous meeting shall be distributed to all Officers and Directors at least seven days prior to the meeting.

12.2. The Annual General Meetings shall be held each year during the month of July, when possible.

12.3. Special Meetings may be convened at any time by the President or on the request of three members. Notice of the meeting specifying the issue shall be given at least 7 days in advance.

12.4. Committee meetings should be required and will be held at the discretion of the Committee Chair. The Chair will provide a report to the Executive Committee at the next regularly scheduled meeting.

12.5. All regular meetings of the Board shall be open to the public. Any member wishing to appear on the agenda must give notice to the Secretary at least seven days prior to the meeting. The Executive Committee will have the right to deny any such request with written notification stating the reasons for denial.

12.6. The rules of procedure at meetings of the membership, Executive, or Annual General Meetings should be as follows:

12.6.1. The reading and acceptance of the previous meeting’s minutes.

12.6.2. The reading and acceptance of the financial report.

12.6.3. The consideration of any unfinished business held over from previous meetings

12.6.4. Presentation of reports from Executive and Program Directors

12.6.5. As necessary, ratify or approve any resolutions or by-laws in accordance with voting rules as defined in Section 9.

12.6.6. Hear new business

 

13. QUORUMS:

13.1. The quorum for transaction of business at a regular or special meeting of the Executive Committee shall consist of not less than a simple majority of the executives in office at the time.

13.2. The quorum for the transaction of business at an Annual General meeting shall be not less than 5 voting members, including not less than a simple majority of the executives in office at the time.

13.3. Meetings shall be adjourned and no business conducted if there is no quorum within fifteen minutes after the scheduled start time of the meeting.

 

14. AMENDMENTS:

14.1. Amendments to the Constitution may be made by at the Annual General Meeting or a Special General Meeting of the ESRA.

14.2. Amendments to the By-Laws may be made by at any regular meeting of the ESRA.

14.3. Approval of amendments to the Constitution and/or Bylaws shall require a two-thirds majority vote of eligible voters present at the Annual General Meeting or Special General Meeting.

14.4. Approval of amendments to the Bylaws shall require a simple majority vote of the Executive Committee in attendance at a Special Meeting.

14.5. Notice of a motion to amend the Constitution will be posted on the ESRA website 21 days prior to the AGM or Special General Meeting, and/or distributed to members via email, and will be voted on at the AGM or Special General Meeting.

14.6. Notice of a motion to amend the Bylaws shall be given in writing at a meeting of the ESRA prior to the meeting where the motion will be voted.

 

15. INTERPRETATION

15.1. In the event of any dispute as to the meaning of any article heretofore or hereafter passed, the interpretation of the Executive Committee shall be final and conclusive.

 

16. STATEMENT OF APPROVAL

16.1. This Constitution approved at the Annual General Meeting of the ESRA dated _______ supersedes all previous Constitutions for the Club.

 

BY-LAWS

 

1. CONDUCT OF MEMBERS It is the responsibility of each member to maintain a standard of conduct during all ESRA activities. The standard of conduct should reflect good sportsmanship, concern for safety of participants and responsible use of all ESRA facilities.

 

2. DISCIPLINE

a) All members have the authority to intercede in an instance where a member(s) conduct reflects adversely on ESRA. Any member may initiate disciplinary action by forwarding a written complaint to the appropriate club authority. The Executive Committee has authority to take immediate disciplinary action until further ratification by the Executive Committee can be arranged.

b) Members are required to adhere to ESRA’s published Code of Conduct. Members who fail to adhere to the published Code of conduct could be expelled from ESRA facilities temporarily or permanently.

c) The Executive Committee shall be a disciplinary authority. It shall investigate and take appropriate action. As a result of an investigation the Executive Committee may:

a. Dismiss the complaint

b. Issue a reprimand

c. Suspend membership rights and privileges

d) Members shall have the right to appeal to the Executive Committee and/or to a general meeting on any disciplinary action.

 

3. FOOD AND BEVERAGE

a) The canteen will supply all food and beverages. Special exceptions can be made for events provided that they receive approval from the Executive Committee.

b) Any food or beverages brought into the building for distribution needs to have approval from the Executive Committee.

 

4. OFFICERS AND DUTIES

a) In order to achieve staggered election dates, an Executive member may be required to assume an interim term of one year.

b) Detailed role descriptions documents shall be posted to the ESRA website:

a. Past-President – Shall serve as an advisor to the Board and provide services as required for a period of two (2) years from leaving office and shall have full voting privileges during this period.

b. President – Shall be the chief executive officer of the ESRA. Shall (if present) preside at all meetings of the ESRA. Shall implement all orders and resolutions of the Board and the Executive Committee. Shall be a non-voting member of all committees. Shall prepare and submit to the members at the AGM a report of the preceding year for its approval. Shall only vote to break a tie.

c. Vice-President – In the absence of the President, assumes the duties and powers of the President. Communicates with all Program committees. Investigates programming options. Shall perform other related duties as may be assigned.

d. Secretary – Shall issue or cause to be issued notice of all meetings of the Board and shall ensure the proper recording of such meetings. Shall ensure records are kept of all correspondence pertaining to the business of the ESRA. Shall ensure a list of all Board Members is maintained. Shall perform other related duties as may be assigned.

e. Treasurer – Shall ensure the financial activities of the ESRA are properly recorded and that all the funds and securities of the ESRA are secured with a recognized financial institution in the name of the ESRA. Shall present financial reports to all regular meeting of the Board and shall present a budget and an audited financial report to the Annual General Meeting. Shall perform other related duties as may be assigned.

 

5. MISCELLANEOUS

a) Each member shall be personally liable to ESRA for all damages or injury to the property of the ESRA caused by him/her or any members of their family.

b) All fundraising or canvassing activities must be given prior approval by the Board of Directors.

c) Non-residents and non-members may participate in ESRA programs with priority given to current ESRA members. They must pay the program registration fee plus a non-resident membership fee.

d) No member of the ESRA shall keep, bring or permit to be brought into or upon the premises of the ESRA any intoxicating liquor, beer, wine or other intoxicating beverage of any kind, as well as any unlawful or illegal substances, upon penalty of expulsion and forfeiture of all his/her rights and privileges as a member of the ESRA, except where permission has been granted by the Board of Directors.

e) Supplies shall not be sold except to members and to visitors enjoying the privileges of the ESRA.

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