Constitution and Bylaws
GVBMX Constitution and Bylaws
October 15, 2015
Greater Victoria BMX Association of Victoria
The purpose of the club is to promote and advance the sport of bicycle motocross racing (BMX) by:
- Developing and maintaining a membership of knowledgeable and capable racers, officials and volunteers;
- Promoting high standards of ethics, fair play, and sportsmanship ADHEARING TO THE CLUB CODE OF CONDUCT;
- Providing facilities and events for BMX racing; and
- Belonging to the BMX sanction which best meet the above noted objectives.
Sanction rules and regulations:
The club will be governed by the rules and regulations of the racing sanction to which it is affiliated. Where there is a contradiction between these and the bylaws of the club, the sanctions bylaws will prevail. The exception will be only if the sanctions bylaw contravenes the Society Act as it applies to our club.
Condition of Membership
There shall be two (2) classes of membership in the Association, namely ordinary membership and associate membership.
- Ordinary membership
- Ordinary membership in the Association shall be limited to each duly registered rider, riding under the direction and rules and regulations of the Association.
- Fees or other assessments shall be determined from time to time by a majority vote of the Executive at any general or special meeting.
- All ordinary members or their registered representative over the age of majority (14) are entitle to vote and to hold an Executive position in the Association.
- Associate Membership
a. Associate members will be bound by the same items, A & B as the ordinary membership. Associate members are not entitled to vote or hold an Executive position within the Association.
Members are obligated to act in accordance with the clubs constitution and bylaws.
- Expulsion or loss of membership or Executive office.
A club member will lose membership or Executive office by:
- No longer meeting the requirements of BMX Canada code of conduct; or
- Being expelled by a 2/3 vote of those present at a general meeting where the conduct of a member have been found to be detrimental to the interests of the club; or
- Issuing a letter or resignation.
Temporary suspension of membership:
A members privileges may be suspended temporarily by a majority vote at a special meeting of the executives for the misconduct at the track as per the BMX Canada code of conduct.
The club shall be governed by it Executive as elected or acclaimed at a general meeting from those voting members, and may be compromised of table of officers such as:
- Vice President
- Track Director
- Head Track Official/Assistant Track Director
- Director of Ridership
- Director of Trophies and Awards
- Director of Membership and Registration
President: The President shall be the chief executive officer of the club, and, subject to the Executive, shall have general supervision and control over its affairs. He/She may preside at all meeting of the club. He/She shall be an ex-offico member of all club committees. In the event of disability, absence or withdrawal of the President, the title and all duties shall be assumed by the Vice President.
Vice President: The Vice President shall assume such duties as assigned by the President and/or executive, and shall assume the duties of the President in his/her absence. Shall be responsible for managing membership applications, registration of rider at all sanctioned races in accordance with the rules and regulations of the sanction to which the club is affiliated, and the transactions between the club and the sanction required to facilitate the same.
Track Director: The Track Director shall assume such duties as assigned by the President and/or executive, and shall assume the duties of the Vice President in his/her absence. Shall also be responsible for the design, construction and ongoing maintenance of the track and club facilities in accordance with the club desires and sanction standards.
Treasurer: Treasurer shall be responsible of club finances, and those duties as required by the Society Act of non-profit societies in BC. Ensure all documents and payments are sent to the sanctioning body in a timely manner. Balance daily float in registration & snack shack. Arrange gaming licences for fundraising draws (i.e. 50/50, raffles...etc).
Secretary: The Secretary shall be responsible for club correspondence, meeting minutes, membership lists and other related duties.
Head Track Official/Assistant Track Director: The Assistant Track Director shall be responsible for the ongoing maintenance of the track and club facilities in accordance with the Track Director’s and Club desires, as well as Sanction standards. Facilitate set-up and tear down for race and practice days. Ensure that there are enough assistant track officials to safely run every practice and race. Insure assistant track official have a fair knowledge of the area they are officiating. Receive all protests from riders; consult with assistant track officials and determine if a foul has occurred and if so to rule on the foul.
Director of Ridership: Shall be responsible for bringing the concerns of the riders to the Executive Members. Be a liaison person between the ridership and the association. Assist in organizing rider clinics.Have or be willing to obtain Coaching License
Director of Trophies and Awards: The Director of Trophies and Awards shall be responsible but not limited to, ordering and ensuring sufficient stock of weekly awards (stickers, trophies, saver stamps etc.). Research and price award ideas for all extra functions and year end awards. Assisting with the distribution of awards on a weekly basis, and presentation as needed. Tracking and recording rider points from all local events to determine year end standings of each rider.
Director of Membership and Registrations: The Director of Membership and Registrations shall be responsible but not limited to, setting up registration, signing up racers, sell licenses, building motos and provide information about the running of the event.
Directors at Large: A maximum of two (2) Directors at Large may be elected by the executive to preform duties as assigned by the Executive for, and which are in accordance with, the purpose of the club such as, director of concession, director of fundraising, director of communications and special projects. Directors at large will not receive an executive vote.
6.1 Annual General Meetings
A general meeting may be called by an Executive member making such request to the President, in his/her absence, the Vice-President, in his/her absence, the Track Director. Such meeting will be held at the discretion of the President. Where the lesser number of 5 or 10% of the members of the club requisition a general meeting, it will be convened without undue delay and with fourteen (14) days’ notice. No fewer than six general meeting will be held yearly, exclusive of the Annual General Meeting.
6.2 Special Meetings
Special meeting may be called for the good order and governance of the club at the request of an Executive member to the President, or in his/her absence, the Vice-President, in his/her absence, the Track Director.
A quorum shall consist of a meeting called by the President or designate in which the President or Vice President, two of the following, Secretary, Treasurer, Track Director and three other voting members are present.
7. Voting Procedures
- Each fully paid member receives one (1) vote if they are fourteen (14) years of age or older, regardless of how many classes the member rides.
- Members under the age of fourteen (14) years of age, will have one (1) parent or guardian vote on their behalf, regardless of how many classes the member rides.
- Associate members will not be permitted to vote at a general meeting, special meeting or annual general meeting.
- Proxy voting will be permitted upon presentation of written authorization to the President of a voting member in good standing for a designated person to do so, prior to the commencement of the meeting. The proxy vote will only be good for the meeting it has been presented at. There will be a maximum of one (1) proxy vote per voting member.
- Except as otherwise herein, motion will be decided by a simple majority of those present. The exception where a special resolution is specified by the Society Act.
A club member may be remunerate for services rendered to the club upon approval of a majority of the members present at the meeting where such a motion has been raised. Such enumerated will reflect the spirit of the club’s non-profit status.
The club may borrow at the discretion of the majority of those who vote at a club meeting, in order to advance the purposes of the club. No debenture may be issue with the sanction of a Special Resolution.
Minutes must be kept of every Annual, Special and General meeting, d and any other meeting where authorization is given to spend money, except as provided in Spending Authority.
The club may raise or spend money by:
- Approval of the majority of the membership at a clubs meeting; or
- As approved in the Annual Budget
- A person in discharging their authorized duties may spend up to two hundred ($200) dollars per project in order to accomplish ongoing or agreed upon club activity.
12. Rules of Order
Roberts Rules of Order shall, to the best of the club’s ability, govern meetings.
13. Dissolution of the Society
In the event that the Society should, at any time, be wound up or dissolved, the remaining assets, after payment of all debts and liabilities, shall be turned over to a recognized charitable organization in the Province of British Columbia or in the County of Canada, as directed by the members. This provision is unalterable.