Bylaws of the Calgary Masters Swim Club

Definitions

• The society known as the Calgary Masters Swim Club shall hereinafter be referred to as the "Club".
• The Club shall conduct its business on an annual basis, commencing 01 September and terminating 31 August.
• The purpose of the Club shall be to provide competitive swimming training and competition opportunities for the member.
• In this document, the words "he", "she", "his", "her", and "him" shall be understood to refer to both female and male persons.

Membership

• A member is defined as a person who has paid the appropriate Club fee to swim during Club practice times
• An associate member is a person who has paid the associate fee which is levied by the Club.
• The membership fee shall be determined, from time to time, by the members at a general meeting. Any person eighteen (18) years, may become a member upon payment of said membership fee.
• The payment of fees that have been determined by the Club from time to time shall be annually. Collection of fees shall be in September.
• Any member or associate member of the Club shall be considered in good standing upon receipt of full payment of fees.
• Any member or associate member not having paid in full said fees shall not be entitled to the rights and privileges of members of the Club.
• Any member wishing to withdraw from membership may do so upon a notice to the Executive through any Executive member.
• Any member, upon a majority vote of all members of the Club in good standing, may be expelled from membership for any cause which the Club may deem reasonable.

Rights and Privileges

All members and associate members in good standing shall have the following rights and privileges:

• to attend and participate in all general meetings
• to one vote at all general meetings
• to participate in any and all Club swim meets and Club social functions
• to benefit from administrative functions of the Club

All members in good standing, with the exception of associate members, have the right and privilege to attend Club practice sessions consistent with their membership category.

Executive

• The Executive of the Club shall comprise seven to twelve members of the club who have been elected or appointed, and the Past President.
  Executive members shall be elected or appointed to the positions of President, Vice-President, Secretary, Treasurer, and Meet Manager.
  Executive members may be appointed by the executive to the following functions:
  • Membership
  • Social Director
  • Communications
  • Public Relations
  • Webmaster
  • Facility Bookings
  • Equipment Procurement
  • other functions as the need arises.
• The Executive shall, subject to the bylaws or directions given it by majority vote at any meeting properly called and constituted, have full control and management of the affairs of the Club.
• A person appointed or elected a Executive member becomes a Executive member if he were present at the meeting when being appointed or elected, and did not refuse the appointment. He may also become a Executive member if he were not present at the meeting but consented in writing to act as Executive member before the appointment or election, or within ten days after the appointment or election, or if he acted as a Executive member pursuant to the appointment or election.
• Any Executive member, upon a majority vote of all members in good standing, may be removed from office for any cause which the Club may deem reasonable.
• An Executive member who resigns relinquishes all duties, responsibilities and voting privileges of the office. Anyone resigning from an Executive position shall not hold another Executive position until re-elected.
• A vacant Executive position shall be filled at the next general meeting, provided it is so stated in the notice calling such a meeting.

President

The President shall:

• be ex-officio a member of all Committees
• when present, preside at all meetings of the Club and of the Executive.

In President's absence, the Vice-President shall preside at any such meetings. In the absence of both, a chairperson may be elected by the meeting to preside.

Past President

The Past President shall:

• assist in the duties of the President
• preside over meetings in the absence of the President and Vice President.

Vice President

The Vice President shall:

• in the absence of the President, preside and perform the duties of the President
• ensure than an accurate membership record of the Club is kept
• register the members of the Club with Swim Alberta in a timely fashion.

Secretary

The Secretary shall:

• be under the direction of the President and the Executive
• attend all meetings of the Club and of the Executive, and to keep accurate minutes of the same
• have charge of the Seal of the Club which, whenever used, shall be authenticated by the signature of the Secretary and the President, or, in the case of the inability of either to act, by the Vice President
• have charge of all the correspondence of the Club
• send all notices of the various meetings as required.

In case of the absence of the Secretary, her duties shall be discharged by such member as may be appointed by the Executive.

Treasurer

The Treasurer shall:

• properly account for the funds of the Club and keep such books as may be directed.
• present a full detailed account of receipts and disbursements to the Executive whenever requested.
• prepare for submission to the Annual General Meeting a statement duly audited of the financial position of the Club and submit a copy of same to the Secretary for the records of the Club.

Meet Manager

The Meet Manager shall:

• organise meets at which the Club is host
• receive invitations from other clubs to participate in events, inform club members of said events, and collect and forward entries

Social Director

The Social Director shall organize social events for Club members.

Communications Officer

The Communications Officer shall:

• prepare and distribute a newsletter to Club members at regular intervals during the year
• provide information about Club activities to the news media.

Public Relations Director

The Public Relations Director shall promote the Club in the community.

Webmaster

The Webmaster shall be responsible for maintaining and updating the CMSC website on a regular basis.

Facility Bookings Coordinator

The Facility Bookings Coordinator shall be responsible for arranging facilty bookings for CMSC and updating recordings on the CMSC telephone.

Mid-morning Representative

The Mid-morning Representative shall represent concerns and issues of CMSC mid-morning members.

Member at Large

The Member at Large shall present the concerns of the Club members to the Executive.

Terms of Office

• A term of office is one (1) year.
• The Past President shall normally be a President who has completed his term of office. If a President does not complete his term of office, a Past President may be appointed by the Executive from past members of the Executive.
• The term of the newly elected Executive members shall commence with a meeting of the new and previous Executive, to be held within a week of the aforementioned elections, or at the Executive members' earliest convenience.

Meetings

• Meetings of the Executive shall be held as often as may be required, but at least once every three months, and shall be called by the President.
• A general meeting may be called an any time by the Secretary upon the instructions of the President or Executive by notice in writing to each member ten (10) days prior to the date of such meeting.
• A special meeting may be called by the President or the Secretary upon receipt of a petition signed by three (3) members of the Club who are not directly related (relatives) nor members of the executive. The petition shall set forth reasons for calling such a meeting. Notice of such meeting shall be in writing to all Club members ten (10) days prior to the date of such meeting.
• The Club shall hold an annual general meeting on or before 30 September in each year. Notice of this meeting shall be given in writing ten (10) days in advance to all members. At this meeting there shall be the following agenda items:
• Club status (President's report)
• Year end Treasurer's report
• Coaches' report(s)
• Election of officers
• Determination of fee schedules

Financial Review

• An annual review of the financial and associated records shall be conducted by two current members (non executive) ensuring accuracy and reasonableness of Club finances, this does not constitute an audit or review engagement.
• A complete and proper statement of the standing of the books for the previous year shall be submitted by such auditor at the Annual General Meeting of the Club.
• The fiscal year of the Club in each year shall be 01 September to 31 August.
• The books and records of the Club may be inspected by any member of the Club at the Annual General Meeting or at any time upon giving reasonable notice and arranging a time satisfactory to the Executive member having charge of same. Each member of the Executive shall at all times have access to such books and records.

Quorum

• Twenty-five percent (25%) of all members in good standing shall constitute a quorum at a general or special meeting.
• Fifty percent (50%) of all Executive members shall constitute a quorum at an executive meeting.

Voting

Any member who has not withdrawn from membership nor has been suspended nor expelled shall have the right to vote at any meeting of the Club. Proxy votes shall be allowed.

Remuneration

• Coaches shall be paid according to their contracts.
• An Executive member, unless an associate member, shall be entitled to swim at any Club swim time.
• Otherwise, unless authorized at any meeting and after notice for same shall have been given, member of the Club shall receive any remuneration for his services.

Borrowing Powers

For the purpose of carrying out its objects, the Club may borrow or raise or secure the payment of money in such manner as it thinks fit, and in particular by the issue of debentures, but this power shall be exercised only under the authority of the Club, and in no case shall debentures be issued without the sanction of a special resolution of the Club. Such borrowing must be approved by seventy-five percent (75%) of voting members at a general meeting.

Discretionary Spending

The Executive shall have the right to spend an amount at their own discretion each year as deemed necessary to support Club activities. This amount shall not exceed twice the amount of a full membership.

Conflict Resolution

If a member has a perceived conflict with any other member of the Club and they feel that their concerns can not be settled between individuals, the Executive and the concerned member(s) will find another mutually agreed upon third party member of the Club to act as moderator to help resolve said conflict. Failing the above, conflicts will be finalized at the Executive level.

The bylaws may be rescinded, altered, or added to by a "Special Resolution".

Last amended 06 May 2010