Bylaws

Dryden Dolphins By-Laws

Membership and Fees

1.      Fees shall be established annually by the Executive

2.      Swimmer fees including Swim Ontario fees must be paid in full by the specified due date or the swimmer will not be permitted to enter the pool until fees are paid

3.      Swimmers must have “active” status with Swim Ontario to attend swim practice as well as meets, if there is not an active status the swimmer will not be permitted to enter the pool

Club Executive

1.      The Dryden Dolphins Swim Club must have a minimum of two officers and 3 directors

a.      Only members of the executive will have voting rights

b.      Executive members must be over the age of 18

2.      The executive will consist of the following positions:

a.      President – coordinate club activities, chair meetings, liaison with clubs in the region

b.      Vice President – responsible for ensuring criminal record checks are up to date for all executive and coaches as required by Swim Ontario, perform jobs as assigned by the president

c.       Secretary – takes meeting minutes, creates meeting agendas, other letters as requested by the president

d.      Treasurer – responsible for keeping the finances up to date, budget

e.      Registrar – registers swimmers with Swim Ontario and for swim meets

f.        Fundraiser – responsible for swim a thon, distribute sponsorship letters/apply for sponsorships through company websites

g.      Equipment Manager – research/order equipment requested by coaches, coordinate ordering for team swag

h.      Website coordinator

i.        Publicity representative – submits articles for CKDR and Woodland report, responsible for bulletin board in lobby

j.        Officials Chair – maintain roster of qualified officials, promote an expanding roster of officials, help organize officials training

3.      A membership in the executive is terminated when:

a.      the member dies or resigns;

b.      the member is expelled or their membership is otherwise terminated in accordance with the articles or by-laws;

c.       the member's term of membership expires; or

d.      the corporation is liquidated and dissolved under the Act.

4.      The board shall have authority to suspend or expel any member from the corporation for any one or more of the following grounds:

a.      violating any provision of the articles, by-laws, or written policies of the corporation;

b.      carrying out any conduct which may be detrimental to the corporation as determined by the board in its sole discretion;

c.       for any other reason that the board in its sole and absolute discretion considers to be reasonable, having regard to the purpose of the corporation.

d.      In the event that the board determines that a member should be expelled or suspended from membership in the corporation, the president, or such other officer as may be designated by the board, shall provide twenty (20) days notice of suspension or expulsion to the member and shall provide reasons for the proposed suspension or expulsion. The member may make written submissions to the president, or such other officer as may be designated by the board, in response to the notice received within such twenty (20) day period. In the event that no written submissions are received by the president, the president, or such other officer as may be designated by the board, may proceed to notify the member that the member is suspended or expelled from membership in the corporation. If written submissions are received in accordance with this section, the board will consider such submissions in arriving at a final decision and shall notify the member concerning such final decision within a further twenty (20) days from the date of receipt of the submissions. The board's decision shall be final and binding on the member, without any further right of appeal.

Finances

1.      The fiscal year end for the Dolphins Swim Club shall be July 31st of each year

2.      Four executive members will be required to be on banking signing authority, to be decided by executive members, and all will have their individual/unique banking sign in to the bank account

e.      Two signors are required for cheques as well as EMT

f.        If a cheque is written for an executive member from the bank account, they are not allowed to be one of the approved signors of the cheque

g.      If an EMT is to be created for an executive member, the person that initiates and approves must not be the receiver of the funds

h.      Coaches are not permitted to have signing authority

5.      Annual financial statements are made available to members provided the request is send via email to drydendophins@gmail.com .

Dissolution of Club

1.      In the event of the Dryden Dolphins Swim Club being dissolved, the property and/or funds that remains after such dissolution and the satisfaction of a debts and liabilities, and after payment of any swim session fees to members in good standing at the time of dissolution on a pro-rated basis, then any remaining funds and or property shall be transferred to another organization with similar purposes which is not carried on for the profit or gain of its individual members.

Election of Executive

1.      Additional nominations shall be accepted from the floor at the AGM provided that:

a.      Person nominated is present and agrees to accept the nomination, or if the person is unable to attend, that they have expressed their willingness to fulfill the position

b.      Nominations must be moved and seconded by a member present at the meeting

2.      In the event that there is more than one nominee for the same position a ballot will be cast

3.      If a position becomes vacant prior to the AGM, the executive may fill the position by appointing a qualified person for the position

Executive Meetings

1.      Notice of the time and place of a meeting of members shall be given to each member entitled to vote at the meeting by telephone, electronic or other communication facility to each member entitled to vote at the meeting, during a period of 21 to 35 days before the day on which the meeting is to be held. If a member requests that the notice be given by non-electronic means, the notice will be sent by mail, courier or personal delivery.

2.      Pursuant to subsection 197(1) (Fundamental Change) of the Act, a special resolution of the members is required to make any amendment to the by-laws of the corporation to change the manner of giving notice to members entitled to vote at a meeting of members.

3.      Pursuant to section 171(1) (Absentee Voting) of the Act, a member entitled to vote at a meeting of members may vote by means of a telephonic, electronic or other communication facility if the corporation has a system that:

a.      enables the votes to be gathered in a manner that permits their subsequent verification, and

b.      permits the tallied votes to be presented to the corporation without it being possible for the corporation to identify how each member voted.

4.      In the event that the chair of the board and the vice-chair of the board are absent, the members who are present and entitled to vote at the meeting shall choose one of their number to chair the meeting.

5.      A quorum at any meeting of the members (unless a greater number of members are required to be present by the Act) shall be 50% percent of the members entitled to vote at the meeting. If a quorum is present at the opening of a meeting of members, the members present may proceed with the business of the meeting even if a quorum is not present throughout the meeting.

6.      At any meeting of members every question shall, unless otherwise provided by the articles or by-laws or by the Act, be determined by a majority of the votes cast on the questions. In case of an equality of votes either on a show of hands or on a ballot or on the results of electronic voting, the chair of the meeting in addition to an original vote shall have a second or casting vote.

7.      If the corporation chooses to make available a telephone, electronic or other communication facility that permits all participants to communicate adequately with each other during a meeting of members, any person entitled to attend such meeting may participate in the meeting by means of such telephonic, electronic or other communication facility in the manner provided by the Act. A person participating in a meeting by such means is deemed to be present at the meeting. Notwithstanding any other provision of this by-law, any person participating in a meeting of members pursuant to this section who is entitled to vote at that meeting may vote, in accordance with the Act, by means of any telephonic, electronic or other communication facility that the corporation has made available for that purpose.