Mississauga Canoe Club
Revised December 2006
1.1. The name of the club shall be “Mississauga Canoe Club”.
2.1. The objects of the club are:
2.1.1. To establish, operate and maintain a canoe club and to primarily promote among its members the sport of Sprint Canoeing / Kayak Racing; and,
2.1.2. To promote the sport of Canoeing, Kayaking, and Water Safety within the community.
3. DEFINITION OF TERMS
3.1. “CCA” means the Canadian Canoe Association.
3.2. “WOD” means the Western Ontario Division of CCA.
3.3. “OCSRA” means the Ontario Canoe Sprint Racing Affiliation of Canoe Ontario.
3.4. “Club” means the Mississauga Canoe Club.
3.5. “Board” means the nine to eleven directors of this Club, the Immediate Past Commodore and the Paddler’s Representative. All members of the Board shall be Members of the club.
3.6. “Director” refers to the nine to eleven people who constitute the Board not including the Immediate Past Commodore and the Paddlers’ Representative. The Directors are elected at the Annual General Meeting to serve in one of the following capacities: Commodore, Director of Special Events & Volunteers, Director of Registration, Director of Marketing & Communication, Director of Property, Director of Coaching, Director of Finance, Director of Fund Raising, Director of Equipment, Secretary and up to one additional director with responsibility as the board sees fit.
3.7. “Paddler’s Representative” refers to the Paddler elected by the Paddlers at the Annual General Meeting and shall be entitled to sit at board meetings.
3.8. “Member” is any person who has been accepted for membership by the Board and who has paid the required fees.
3.9. “Member in Good Standing” is any member against who there are no disciplinary actions and whose membership has not been revoked.
3.10. “Paddlers” are Members actively involved in the Club paddling programmes. The requirements and age limits for the categories will be determined and established by the Board with regard to CCA regulations.
4.1. Paddler membership shall be determined by the Board.
4.2. Associate Members shall be a Director of the Club or any non-paddling member. The fee will be determined in accordance with Section 7 of the Constitution. The Board must approve all Associate Memberships and their fees at least 3 months prior to the AGM.
4.3. Life Members. From time to time the Club may honour certain persons with a lifetime membership in the Club. A Life Member shall retain all Club privileges.
4.4. Honourary Members. From time to time the Club may wish to bestow honourary membership to persons who are deemed worthy. An honourary membership does not carry the privilege of the vote.
4.5. The Club shall maintain a membership base of 80% Mississauga residents.
4.6. A member must be in good standing three months prior to Annual General Meeting (AGM) in order to vote at the AGM.
4.7. Membership privileges are not transferable.
5.1. Access to Facilities: All members shall have access to the facilities of the Club, subject to the requirements of the Board.
5.2. Suspensions: Any Director of the Board or assigned coaching staff shall have the authority to impose a temporary suspension of forty-eight (48) hours on any Member guilty of infringement of the Club rules and regulations. The Board and the assigned coaching staff, including the person who made the suspension, will meet within the 48-hour limit to decide whether any further action, including revocation of membership is necessary. The Suspended Member has the right to attend the meeting.
5.3. Revocation: For just cause, the Board shall have the right to revoke the membership of, or to refuse admittance to membership, any individual where the Board has determined that the person is detrimental to the interests of the Club, or to any of its members, policies, or objects.
5.4. Vote: All Members in good standing, 16 years of age and over, and including Life Members and Associate Members are eligible to vote with the exception of Honourary Members. A parent of guardian shall be entitled to vote on behalf of their member child under the age of 16.
6.1. Any member in good standing may carry a maximum of one proxy vote at the Annual General Meeting or a General Meeting.
7.1. Membership. The fee for all classes of membership shall be determined from time to time by the Board and shall be payable in accordance with the Club’s specified schedule.
7.2. Payment. The Board reserves the right to defer or waive payment of any membership fee. Such requests must be presented in writing at a regular board meeting.
8.1. Control and Management. The control and management of the affairs of the Club shall be vested in the Board save and except where limited by the Constitution of its amendments thereto and shall do so without remuneration.
8.2. The Club shall conduct its affairs in a manner that is consistent with covering its operating expenses without a longer-term view to profit. Any profits or other income to the Club shall be used in promoting its objects.
8.3. Head Coach. The Head Coach shall attend Board meetings when requested to do so in an ex officio (non-voting) capacity.
8.4. Quorum. Fifty percent of the Board shall constitute a quorum.
8.5. Absenteeism. Any Member of the Board who shall be absent from three (3) consecutive Board meetings without just cause shall relinquish his office.
8.6. Appointments. The Board is authorized to fill any vacancies, which may occur in its ranks as long as a quorum exists. If a quorum does not exist, a General meeting must be called within three weeks of such vacancy.
8.7. Term of Office. The Board shall hold office for one year following its election.
8.8. Ex Officio Members. The Board may from time to time appoint ex officio (non-voting) Members to the Board.
9. DUTIES OF DIRECTORS
9.1. The commodore is the Chief Executive Officer of the Club. He/She or designate shall preside at all meetings of the Club and of the Board and shall be a Member of all committees. He/She or designate shall also represent the Club at WOD meetings, and be responsible for external communication which includes liaison with the City of Mississauga.
9.2. The Secretary shall keep a true record of all meetings of the Club and of the Board and distribute Minutes of each meeting to all Members of the Board; keep a correct roll of Club Members; and conduct all correspondence and internal communication under the direction of the Commodore and/or the Board.
9.3. The Director of Special Events & Volunteers shall be responsible for coordinating all activity associated with planning and running Club events, and ensuring appropriate volunteer help is present and directed wherever MCC volunteers are required.
9.4. The Director of Registration shall be responsible for the registration of all members and the collection and recording of the appropriate fees and member’s status for all registered Members in the Club and shall forward an electronic copy of the same to the Secretary following the CCA Championships in each year; and further shall deliver the appropriate lists as required by the appropriate governing bodies.
9.5. The Director of Marketing and Communications shall be responsible for raising MCC’s profile in the community through various means, and ensuring news media is notified of club activity including regatta results.
9.6. The Director of Property shall be responsible for the maintenance of the building and grounds and boat transportation.
9.7. The Director of Coaching shall be responsible for the delivery of a high quality canoeing and kayaking program to all Members and act as a liaison between the coaching staff and the Board.
9.8. The Director of Finance shall act as a treasurer and receive all monies or securities due to the Club, manage and keep proper records of all revenues and expenses so received and deposit them in an insured Depositing Institute approved by the Board; produce monthly financial statements and co-ordinate year-end audit; assist with budget preparation; and prepare a report for the Annual General Meeting. All cheques must be signed by any two of the Director of Finance, the Commodore, and on other Board designated person. None of the signing officers may be related one to the other.
9.9. The Director of Fund Raising shall organize and operate all Fundraising events and initiate and actively seek corporate sponsors and grants.
9.10. The Director of Equipment shall ensure that the Club has adequate equipment and inventory in good order for the operation of a canoe club.
9.11. The Immediate Past Commodore is the immediate retiring Commodore.
9.12. The Board may delegate to any of its members the organization and supervision of specific duties.
9.13. All directors shall assist in the organization of the home regatta in aspects related to their areas of responsibility.
9.14. Notwithstanding the foregoing, each Director shall prepare a budget for his/her portfolio on consultation with other Members of the Board as deems appropriate and submit same for approval by the Board. Any expenditure beyond this budget must be approved by the board.
10. MEETINGS OF THE BOARD
10.1. The first meeting of the Board shall be held immediately following the Annual General Meeting of the Club.
10.2. Monthly Meetings. The Board shall meet not less than once a month, on dates to be established each year by the current Board.
10.3. Special Meetings. The Secretary shall call a Board meeting at the discretion of the Commodore or on a requisition to the Director of Communication signed by not less than four (4) Members. In all such cases, the matters to be dealt with must be specifically stated by such requisitioning Members and it shall be the Director of Communication’s duty to advise all Board Members (by mail, email, or telephone) accordingly.
10.4. Vote. The Commodore may only vote to resolve a tie vote. The Past Commodore has no vote. A secret ballot may be requested at any time. There is no proxy voting.
11. ANNUAL GENERAL MEETING
11.1. Date. The Annual General Meeting must be held after the national championships of the CCA and not later than the end of October. The Secretary must give three (3) weeks notice to all active and voting Members by mail, or email, or telephone, and by posting a notice on the Club bulletin board.
11.2. Quorum. A quorum shall constitute 20 Voting Members in person or by proxy, or 25% of voting membership, whichever is the lesser. In the event there is no quorum, the meeting will be re-scheduled within 30 days. Notice must be given to all active and voting Members by mail, or email, or telephone, and by posting a notice on the Club bulletin Board.
12. GENERAL MEETING
12.1. Requirements. The Secretary shall call a General Meeting at any times at the discretion of the Commodore or on requisition to the Director of Communication signed by not less than ten active Members. Ten days notice must be given. In all such cases, it is the duty of the Director of Communication to advise all active Members of the matters to be dealt with either by mail or email, or telephone, and by posting on the Club bulletin board.
12.2. Quorum. Over 20 voting Members in person, or by proxy, or 25% of voting membership, whichever is the lesser, of the voting Members shall constitute a quorum.
13. NOMINATIONS AND ELECTIONS
13.1. Minimum Age. All members age 16 years of age and over may nominate and vote for the Board.
13.2. Nominating Committee. A Nominating Committee shall be appointed by the Board by its September meeting and consist of the Immediate Past Commodore as Chair and at least three Members. The Secretary shall deliver the slate of candidates for Directors as presented by the Nominating Committee at least three (3) weeks prior to the Annual General Meeting to all active and voting Members by mail, or email, or telephone, and by posting a notice on the Club bulletin board.
13.3. Nominations. The Secretary may accept nominations for Directors from Members prior to the Annual General Meeting. Any such nominations shall be in writing, signed by two Members and the Member being nominated to indicate acceptance. Nominations received prior to the Annual General Meeting shall be opened at it, but may be opened prior to it by the Director of Communication in the presence of at least the Chair of the Nominating Committee and two Members of the Nominating Committee and shall be posted on the Club bulletin board. Nominations for Director shall be accepted from the floor at the Annual General Meeting if duly moved and seconded and if the person being nominated indicates acceptance.
13.4. If prior to the Annual General meeting it is found that insufficient nominations have been received for Director, the Secretary shall post a notice on the Club bulletin board requesting further nominations.
13.5. In the event that there is more than one nomination for a particular Director’s portfolio, they shall be elected by ballot. In the case of a tie vote, the membership will vote again on those tied.
14. COACHING POSITIONS
14.1. The appointment of Head Coach will be made by the Board. The performance of the Head Coach will be reviewed annually or as required by the Board of Directors. The Head Coach is accountable to the Board of Directors.
14.2. Additional coaching requirements will receive the approval of the Board as required.
15. FISCAL YEAR
15.1. The fiscal year shall end on September 30th in each year.
16.1. The auditors shall be appointed by the Members at the Annual General Meeting to inspect the books and accounts of the Club at the end of each fiscal year. A report shall be forwarded to the members at the Annual General Meeting.
17. REQUISITIONS AND SUPPLIES
17.1. All requisitions and payments for supplies, equipment, repairs, boats, stationary, etc. for the use of the Club must be approved by the Director responsible as long as these purchases fall within the Board approved budget for that portfolio.
18.1. Upon termination of the Club, any assets belonging to the City of Mississauga will be returned to the City. Any moneys accrued in the Bingo or Nevada accounts will be distributed to a suitable charity of charities. The balance of assets will be delivered to WOD to be held in trust for a period of five years pending creation of another club in the City of Mississauga failing which will become the property of WOD.
19. AMENDMENTS AND REPEALS
19.1. The Constitution may be amended or repealed only at the Annual General Meeting or a General Meeting provided:
19.1.1. that there is a quorum
19.1.2. that there is an affirmative vote of not less than two thirds of those present at the meeting.
19.1.3. that a requisition for such proposed amendment or repeal be signed by at least ten voting Members of the Club and be given to the Secretary at least three weeks before any such meeting. The Secretary shall immediately notify all voting Members of such proposed amendment or repeal by mail, or email, or telephone and by posting on the Club bulletin board.
20. CAPITAL IMPROVEMENT FUND
20.1. MCC has set up a Capital Improvement Fund in order to set aside funds to be used for major capital expenditures or future renovations to the Club. Revenues in excess of expenditures will be added to the Capital Improvement Fund each year. The Capital Improvement Fund is to be spent on major capital improvements, (not normal operating expenses or equipment purchases), in accordance with guidelines set out by Canada Revenue Agency.
20.2. These funds are to be kept separate from the Club’s normal operating funds, and invested in variable rate, redeemable Guaranteed Investment Certificates (GIC’s).
20.3. In order to access the money in the Capital Improvement Fund, the Board must present the plans to the membership at a General Meeting called for this purpose. The membership must approve of the plans, as outlined in Section 12 of the MCC Constitution.