CTF CHARTER #15003
2009 - 2014
BYLAWS
OF THE CAPITAL DISTRICT TENPIN BOWLING ASSOCIATION
Introduction
This organisation is formed by the merger of three
separate organisations; a local ABC association - the Capital District Tenpin Bowling
Association, a local WIBC association - the Capital District Women’s Tenpin
Bowling Association and a local YABA association - the Capital District Junior
Tenpin Bowling Association. These
associations are referred to herein as “founding associations”.
Article
I
Name and Boundary, Non-Profit Organisation, Charter
Section A – Name and Boundary
This name of the organisation is the
Capital District Tenpin Bowling Association, herein referred to as the
"Association", an association chartered by the Canadian Tenpin
Federation (CTF).
The following boundary has been established for this
Association – a 50 km radius from Parliament Hill (in the City of Ottawa,
Ontario, Canada), generally encompassing, the current boundaries of
Section B – Non-Profit Organisation
The Capital District Tenpin Bowling
Association shall operate as a non-profit organization.
Section C – Charter
The association shall be chartered by CTF and subject
to its authority. The Association shall:
1. Adopt bylaws approved by the
CTF Board.
2. Not enact any bylaws or rules
inconsistent with the CTF National Bylaws.
3. Adhere to performance
standards and stated requirements as set forth in the CTF Policy Manual.
4.
Apply
for renewal of its charter every five years.
Article
II
Purpose
The purposes of the association include,
but are not limited to:
1.
Providing
equal opportunity to amateur athletes, coaches, trainers, managers,
administrators, and officials to participate in amateur tenpin bowling
competition without discrimination on the basis of race, colour, religion, age,
gender, disability, or national origin and with fair notice and opportunity for
a hearing to any amateur athlete, coach trainer, manager, administrator, or
official before declaring the individual ineligible to participate.
2.
Promoting
the game of tenpin bowling.
3.
Conducting
and supporting tenpin bowling competition.
4.
Engaging
in any other activities permitted by an organisation classified as tax exempt.
Article
III
Membership and Dues
Section A – Regular Membership
Membership is composed of individuals who
pay dues to the association and is in effect from August 1 of one calendar year
through July 31 of the following calendar year.
An individual joining a summer league
after March 15 shall pay the dues that are known to be, or become, effective
for the next current season. On payment
of the dues, the individual shall become a member for the balance of the
current season and the next season.
The Board may waive all or part of local
dues for:
1. Members of other CTF associations if that
association has a reciprocal agreement with the Association.
2.
Other groups, such as, seniors, etc., as determined by the Board.
The Association cannot
charge additional non-dues assessment.
Section B – Life Memberships
The Association will recognise all previous life
members and other special memberships of the founding associations. The
Association will also recognise achievements and contributions to the founding
associations and their national bodies as contributions to qualifying criteria
where applicable. Similarly, reference
to “this Association” shall also refer to the founding associations.
a. NOMINATION
Life Membership in this Association may be
granted by the members at the Annual Meeting.
Life Membership may be granted by two-thirds votes of the members
present.
All Votes for Life Membership shall be
held by secret ballot.
Any member in good standing of this
Association may nominate any other member to be elected to Life Membership by
submitting the name of the nominee together with valid reasons for nomination
to the Board of Directors of this Association.
Such submission with all pertinent information shall be in writing and
shall be contained in a letter over the signature of the nominator.
The local, provincial and national portion of yearly
dues will be paid by the Association for all elected Life Members actively
bowling in sanctioned leagues.
b.
QUALIFYING CRITERIA
To qualify for Life Membership an
individual must meet one or more of the following criteria:
(i) A member
of the Capital District Tenpin Bowling Association in good standing, who
qualified themselves for such honour by their outstanding service to this
Association and the game of tenpins in the field of promotion of the game,
promotion of new leagues and bowlers, and promotion of this Association and the
Canadian Tenpin Federation by continued strong support of the aims, purposes
and activities of this Association and the CTF.
(ii)
Outstanding service in the field of administration as a member of the
Board of Directors of this Association for at least fifteen (15) years.
(iii) Outstanding service in the field of
performance on the lanes, where the individual has brought good publicity,
honour and fame in bowling circles to this Association through his/her ability
to win International FIQ/WTBA competition events, as well as CTF sanctioned
events.
(iv) Outstanding service in any special field
of endeavour in the interests of the game and this Association, which the Board
of Directors may deem from time to time to be worthy of such honour.
Section C - Dues
Each member shall pay national, local and
provincial dues (where applicable). The Board,
by two-thirds vote, recommends the annual dues amount for approval by the
membership at an annual meeting.
Notification of any change in dues, and the reason
for the change, will be forwarded, in writing to each league secretary and will
be voted on at the next membership meeting.
Article
IV
Board of Directors – Management
Section A - Board Composition, Authority and Duties
The management and governance of the
Association is vested in the Association Board.
The number of Directors is nine (9).
The Association Board determines the maximum number of Directors.
The Board’s duties and authority include
but are not limited to:
1.
The
Board shall not engage in any act of conflict of interest.
2.
Enforcing
the Bylaws.
3.
Complying
with the CTF Policy Manual and adhering to the performance standards and stated
requirements as set forth in the CTF Policy Manual.
4.
Conducting
local tournaments for men, women and youth members.
5.
Providing
education, training, evaluations, recognition and other services as established
by CTF.
6.
Implementing
all CTF programs.
7.
Electing
the officers of the Association.
8.
Employing/selecting
and evaluating the performance of the Association Manager.
9.
Approving
use of membership records.
10.
Rating
the league average of an association member when there is evidence the bowler’s
average does not represent the bowler’s true ability.
11.
Conducting
suspension and reinstatement hearings. (See the Suspension and Reinstatement
Chapter for rating, suspension, reinstatement and appeal procedures.)
12.
The
Board of Directors may prescribe such rules and regulations, not inconsistent
with these or CTF National Bylaws, relating to the management and operation of
the Association as they deem expedient, provided that such rules and
regulations shall have force and effect until the next Annual Meeting when they
shall be confirmed, and failing such confirmation at such Annual Meeting of
members, shall at and from that time cease to have any force and effect.
Section B - Eligibility
Candidates for the Board must be:
1.
A
Member in good standing of the Association at the time of election and
throughout their term.
2.
Elected
or appointed without regard to race, colour, religion, sex, disability,
national origin, or age, other than the minimum age of eighteen (18) years.
3.
Collectively
be reasonable representative of males and females.
A maximum of three tenpin bowling centre proprietors
may serve on the Board at one time. A
proprietor is an individual who is the owner, partner, or corporate officer of
a tenpin bowling centre or group of tenpin bowling centres. Excluded from the definition of proprietor is
an individual who owns twenty five (25) percent or less of the equity shares,
or who is inactive in the management of the tenpin bowling centre and remains
so during a term as Director.
Section C - Election of Directors
Directors are elected by a majority vote
of the Members present and voting at a properly noticed meeting at which a
quorum is present, from:
1.
A
slate provided by the Nominating Committee.
2.
Nominations
from the floor. Qualifications must be
submitted to the Nominating Committee.
Voting by mail and/or proxy vote is prohibited.
Section D. Term
The term for Directors is three (3) years
with no term limit.
Section E - Resignation, Removal, and Vacancies
1. Resignation. A board member may resign from the Board of
Directors by providing written notice of resignation to the President or, in
the case of the President, to the Board.
2. Removal for Ineligibility. A board
member who is no longer eligible to serve on the Board may be removed by a
two-thirds vote of the Board when a quorum is present.
3. Removal for Cause. When a board member
is accused in writing of failure to properly perform the duties of their office
or otherwise engaging in improper or unfair activities or conduct, the Board
may conduct a hearing following the Removal Procedures in the Suspension and
Reinstatement Chapter. An appeal may be filed within fifteen (15) days of the
removal. Two-thirds written consent of the full Board is required to seek
re-election and/or re-appointment to the Board.
4. Vacancies. The President, with Board
approval shall fill vacancies in Director positions for the remainder of the
term. The Board fills vacancies in officer positions.
5. Absenteeism. When a member of the Board
of Directors fails to attend two (2) meetings of the Board of Directors in
succession, the Board of Directors may by a two-thirds secret ballot vote
remove them as a member of the Board.
Section F - Life Members
Life Members of this Association shall be entitled to
attend Board meeting, but as a life member will be allowed voice only.
Article
V
Officers
Section A - President and Vice President
The officers of this Association shall include a
President and Vice President, who must be serving as Directors of the
Association at the time of election.
Section B – Association Manager
The Association Manager shall act as ex officio
non-voting secretary/treasurer of the Board or such other officer designation
as required by law and determined by the Board.
Section C - Election
The Board shall elect all officers except the
Association Manager. To qualify for
election to office, a director must have served at least one (1) year on the
board or on the board of one of the founding associations.
Section D - Term
The term for elected officers, except the
Association Manager, is one (1) year with no term limit.
Section E - Authority and Duties
1. President:
a. Presides at membership and
Board meetings.
b. Acts as spokesperson for the Association.
c.
Appoints
Committees, except nominating, with Board approval.
2. Vice President:
a. Presides at meetings of the membership or
Board when the President is absent.
b.
Performs
other duties as prescribed by the Board or requested by the President.
3. Association Manager:
The Association Manager is:
a. Accountable to the Board.
b. Responsible for implementation of the CTF
performance standards.
c. Shall act as the ex officio non-voting
Secretary/Treasurer of the Board or such other officer designation as required
by law and determined by the Board.
d. Responsible for other duties as prescribed
by the Board and in the CTF Policy Manual.
The association manager shall be selected
by the Board based on criteria establish by the Board. The term of the Association Manager will be
determined by the Board. The Association Manager shall be a voluntary position
but may receive an honorarium as determined by the Board.
The Association Manager:
- has voice and vote at membership
meetings, if the individual is a current member.
- may be excused from board meetings if
deemed appropriate based on the discussion at hand.
If the Association Manager is not an
elected director, he or she has voice only at Board meetings.
If the Association Manager is an elected director, he
or she has voice and vote at board meetings during his or her term as director.
When he or she is no longer, he or she would have voice only at Board meetings.
Article
VI
Meetings
Section A - Annual Meeting
An annual meeting of Association Members shall
be held at a time and place approved by the Board of Directors. Attendance is
open to all Members.
1.
Members’ Responsibility. Members vote to elect individuals to
this Board and elect delegates and alternates for the CTF Annual General
Meeting and provincial meetings. Members also approve the Acts of the Board,
including rules and regulations, and any changes to bylaws and dues.
2.
Voting. Only members, eighteen (18) years of age or older,
voting officers and Directors of this Association may vote.
3.
Meeting Notice. Written notice of the meeting shall be
forwarded to all league secretaries and posted in each bowling centre under the
Association’s jurisdiction at least twenty-one (21) days prior to the annual
meeting.
4.
Quorum. Members
present constitute a quorum.
5.
Action. The vote of a majority of those members present and
voting, when a quorum has been established, is required to take action, unless
otherwise provided by law or these Bylaws.
Section B - Board Meetings
The Board shall meet at least quarterly. Special meetings may be held upon the request
of any Board member if a majority of the Board approves.
1. Notice.
Notice for all regular and special meetings shall be forwarded at a
minimum to the Board at least twenty-one (21) days prior to the start of a
meeting.
2. Quorum. A
majority of the elected members of the Board shall constitute a quorum.
3. Action. The vote of a majority of the Board of
Directors present and voting, when a quorum has been established, is required
to take action, unless otherwise provided by law or these Bylaws.
Section C - Parliamentary Procedure
The most recent edition of Robert’s Rules of Order, Newly Revised
governs all meetings.
Article
VII
Committees
Section A - Standing Committees
The Association shall have the following
Standing Committees: Nominating,
Finance, and Youth.
1. Nominating Committee. The Committee
reviews candidates and prepares slates for Board, delegate and alternate
positions. The Committee publicises criteria and procedures for the elected
Association Board.
2. Finance
Committee. The Committee
is responsible for reviewing and monitoring the annual budget and other
financial matters.
3. Youth
Committee. The Youth
Committee is responsible for recommending, monitoring, promoting and reviewing
youth programs conducted by the Association.
Section B- Other Committees
The President may establish other
committees, with Board approval.
Article
VIII
Delegates and Alternates
Delegates and Alternates to provincial meetings and
the CTF Annual General Meeting are elected by those Members present and voting
at the association’s Annual Meeting.
Mail and proxy voting is prohibited.
The election is to be held not less than one hundred and twenty (120)
days prior to the CTF Annual General Meeting or provincial meeting at which the
delegates will represent the Association.
Section A - Eligibility
Appointees and nominees must be:
1. At
least eighteen (18) years of age.
2. A
member in good standing of the Association at the time of election and
throughout their term.
A member is not eligible for election if they have
been elected a delegate or alternate to represent another provincial or local
association.
Section B - Election
Delegates and Alternates serve for one
year, beginning August 1, and are elected by:
1. A slate provided by the Nominating
Committee.
2. Nominations from the floor.
3. The election shall be by ballot, except
that a voice vote may be taken when the number of candidates does not exceed
the number of positions to be filled. Alternates shall serve in order of their
election.
Article
IX
Amendments
Section A - Authority
The Association Board, by a
two-thirds vote where a quorum is present, determines, subject to
approval by the Membership at the Annual General
Meeting:
1. Name of the Local Association
(with CTF approval).
2. Local Association dues amount.
3. Number of Directors.
4. Terms and term limits for Officers and
Directors.
5. Quorum for membership and Board meetings.
Section B – Change in Dues
Notifications
of any change in Association dues, and the reason for the change, will be
forwarded in writing to each league secretary and will be reported at the next
membership meeting.
Section C - Effective Date
All amendments are effective the August 1
following adoption, unless otherwise specified when adopted.
Section D - Amendment Procedure
Any member of the Association may submit
amendments to the Bylaws.
The bylaws may be amended or repealed by a
two-thirds vote at the annual or any special meeting of members at which a
quorum is present provided:
a. The proposal to amend or repeal is
submitted in writing to the Association Manager at least thirty (30) days prior
to the meeting at which it is to be considered and
b. Written notice of the proposed amendments
is forwarded to all league secretaries and posted in each bowling centre under
the Association’s jurisdiction at least ten (10) days prior to the meeting.
Article
X
Fiscal Year
The fiscal year of this Association is August 1
through July 31.
Article
XI
Indemnification
Directors, officers and other authorized volunteers,
employees or agents shall be indemnified against claims for personal and
individual liability arising in connection with their positions or service on
behalf of the Association to the full extent permitted by law.