Constitution – Riverside Men's Club

Riverside Men’s Club
Constitution & Bylaws

I. DEFINITIONS
1. Name: The name of the Club shall be The Riverside Men’s Club hereinafter referred to as the Club
2. Executive: Refers to the duly elected Executive of the Club.
3. Member: Refers to a person duly accepted according to the membership rules of the Club. All members of the Club shall be a member of the RCGA & BCGA and shall acquire a RCGA handicap.

II. AIMS & OBJECTIVES
1. To strive to hold its aims and objectives as its commitment to its members.
2. To support and promote recreational golf activities, including junior golf.
3. To provide regular competitions throughout the season for club members.
4. To provide social functions for club members.
5. To uphold the values and etiquette laid down in the game of golf.
6. To preserve and protect member’s privileges granted by the Fairmont Hot Springs Resort and to support the operation of Fairmont Hot Springs Resort.

III. MEMBERSHIP
1. All members shall agree to comply with the Constitution and Bylaws of the Club as amended from time to time, and with any regulations and rulings made by, or on behalf of the Club.
2. All applications for membership shall be made upon a form supplied by the Club, or upon a reasonable facsimile thereof, and shall be accompanied by the membership fee for the current year.
3. The right to approve new members rests with the Executive, with the right of appeal to the membership at the Spring and/or Annual General Meeting.
4. Annual membership fees shall be set at the Spring Meeting. Membership shall run for twelve (12) months from April 1 thru March 31.
5. Annual membership fees are due and payable by April 30 each year.
6. Only members in good standing may vote at meetings of the Club. A member in good standing is one whose membership fees have been paid and who is not under suspension or been expelled at the time the vote is called.
7. Any member appealing a suspension or an expulsion order will not be considered a member in good standing as long as said order is under appeal.
8. Any member may withdraw from the Club upon notice in writing to that effect, and upon receipt of such notice by the Executive, the member shall cease to be a member. Membership is not transferable.
9. Guests are permitted to attend and participate in a maximum of three (3) club events but thereafter they must join the Club and pay annual membership fees before being permitted to participate in further events.

IV. SUSPENSION AND EXPULSION OF MEMBERS
1. Any member who fails to abide by the Constitution and Bylaws, or any rules or regulations pursuant thereto, may be suspended or expelled by a two-thirds (2/3) majority vote at an Executive meeting, provided that a quorum is in attendance. The length of said suspension is to be determined at the time of suspension. An expulsion order is considered to be a permanent expulsion. The Executive, at their discretion, may stipulate conditions under which a member may retain his membership.
2. Any member for whom suspension or expulsion is being considered must be given notice that such a motion is being considered. Said notice must be given to the member in writing and will set out the reasons for the motion, as well as the date, time and place at which the motion will be entertained. The notice must advise the member that he will be afforded the opportunity to speak to the motion.
3. While under suspension, a member shall not be able to participate in any Club activities.
4. Any member who has been expelled may appeal the Executive’s decision to the Spring and/or Annual General Meeting of the membership provided he advises the Executive in writing of his intention to appeal within seven (7) days of the Executive’s decision. At that meeting, he shall have the opportunity to speak to any motion made and duly seconded by members to re-admit the expelled member.

V. MEETINGS
1. Annual General Meeting – The Annual General Meeting of the Club shall be held every year during the month of September with the date to be set by the Executive and, failing to act, by the Captain. Notice of such meeting must be forwarded to all members in good standing a minimum of fourteen (14) days prior to the date of said meeting, stating the place of the meeting, the date and time for the meeting, and the agenda for the meeting. The main purpose of the meeting shall be to review the year’s activities, to review a Treasurer’s report and budgets and to elect the Executive
2. Spring Meeting – The Spring Meeting of the Club signifies the official commencement of Club activities for the season. The Spring Meeting is held to confirm the schedule of activities for the season, to set the membership fees for the year, to approve the minutes of the AGM, to adopt the previous year’s financial statements and the coming year’s budget and to review any other matters identified by the Executive. Notice of the date, time and agenda for this meeting must be forwarded to all members of good standing a minimum of fourteen (14) days prior to the date of said meeting.
3. Special Meeting – A Special Meeting shall be any meeting other than the Annual General Meeting or the Spring Meeting. The Captain may call a Special Meeting of the Club at any time, either himself or at the request of not less than fifteen (15) members in good standing of the Club. Notice of such meeting must be forwarded to all members in good standing a minimum of seven (7) days prior to the date of said meeting, and such notice shall suggest set forth the place for such meeting, the date and time of such meeting, and the nature of the business to be transacted at the meeting.
4. The accidental omission to give notice of any meeting to any member shall not invalidate any resolutions passed at the meeting.
5. At any meeting of the Club, twenty-five (25) percent of the total voting membership shall constitute a quorum.
6. All members in good standing shall have one (1) vote each at all meetings of the Club. No proxy votes shall be allowed at any meeting of the Club.
7. Every question shall be decided (by a vote using a show of hands unless a secret ballot is requested by a member in good standing. A secret ballot may be requested for votes for Executive positions, or disciplinary action. All questions, save those required by the Constitution and Bylaws to have a special majority (of 2/3), shall be by a majority vote. In case of a tie, the Captain, or in his absence the Vice Captain, shall have a second casting vote.
8. The conduct of all meetings of the Club shall be governed by the Captain or the Vice Captain.

VI. EXECUTIVE OFFICERS
The management and governance of the Club shall be vested in the Executive, which shall consist of five (5) members: i. Club Captain; ii. Vice Captain; iii. Secretary; iv. Treasurer; v. Handicap and Rules Chair
1. All Executive officers shall be elected at the Annual General Meeting.
2. The terms of all officers shall be for two (2) years and shall become effective at the completion of the AGM at which they were elected. Each retiring member of the Executive shall be eligible for nomination for any Executive position.
3. In the event of a vacancy occurring on the Executive, the remainder of the Executive, providing a quorum is present, may appoint a replacement to fill the vacancy until the next Annual General Meeting.
4. The Executive may appoint a nominating committee, consisting of three (3) members, to present to the Annual General Meeting a list of names for each and any of the Executive positions to be voted on at said meeting.
5. All nominations must have the consent of the nominee. In the case of an absentee nominee, prior written consent by the absentee nominee to stand for the nominated position is acceptable.

VII. EXECUTIVE MEETINGS
1. Executive meetings may be called at any time by the Captain, or in his absence the Vice Captain, in such place as selected by the Captain, or in his absence, the Vice Captain.
2. All questions, save those required by the Constitution and Bylaws to have a special majority of 2/3, shall be decided by majority vote. In the case of a tie, the Captain, or in his absence the Vice Captain, shall have a second casting vote.
3. Three (3) members of the Executive shall constitute a quorum.
4. The order of business of all meetings of the Executive will be set by the Captain, or in his absence the Vice Captain, and should include: i. Reading and adoption of previous Executive meeting minutes; ii. Reading of correspondence; iii. Secretary’s report; iv. Treasurer’s report; v. Captain’s report; vi. Old business; vii. New business; viii. Date of next meeting; ix. Adjournment.
5. The order of business may be altered by a majority vote of the Executive.

VIII. DUTIES OF OFFICERS
1. The Club Captain
i. Shall preside at all meetings of the members or of the Executive.
ii. Shall sign all cheques in conjunction with the Treasurer.
iii. Shall appoint all committees not otherwise provided for and shall be an ex-officio member of all standing committees.
iv. Shall generally be supervise and be responsible for all the affairs of the Club.
v. Shall arrange for and preside over all matches, tournaments and functions of the Club.
vi. Shall draw up, for membership approval, a list of tournaments for the year.
vii. Shall perform such other duties as may be assigned by the Executive from time to time.
viii. Shall liaise with FHSR on course and club matters.
2. The Vice Captain
i. Shall assist the Captain with his duties and carry out the duties of the Captain in his absence.
ii. Shall perform such other duties as may be assigned by the Executive from time to time.
3. The Secretary
i. Shall be responsible for the keeping of adequate and accurate minutes of all business transacted at meetings of the members and the Executive.
ii. Shall generally perform all duties necessary and incidental to the office.
iii. Shall notify all members of Club activities, tournaments, events and other items as required.
iv. Shall maintain any information medium, including a website, as designated by the Executive.
v. Shall maintain and preserve a correct roll of the members of the Club.
vi. Shall conduct necessary correspondence.
vii. Shall provide notice of meetings.
viii. Shall carry out such other duties as may be designated by the Executive.

4. The Treasurer
i. Shall be responsible for the presentation of adequate financial statements;
ii. Shall receive all monies paid into the Club and deposit same in a bank designated by the Executive;
iii. Shall present all bills and claims against the Club to the Executive and upon approval ensure that they are promptly paid;
iv. Shall collect all dues, fees or monies owing to the Club and issue receipts for same.
v. Shall keep accurate records of all monies received and disbursed;
vi. Shall have the books audited by a certified accountant if directed by the Executive and present results of such audit at the next Annual General Meeting.

5. Handicap and Rules Chair
i. Shall be responsible for the accurate monitoring and posting of scores on the RCGA website;
ii Shall be responsible for providing information and interpretation of RCGA rules;
iii. Shall provide weekly handicap reports to the Front Desk Committee.

IX. GENERAL EXECUTIVE POWERS
The Executive shall have the following powers:
1. To appoint such committees as they deem desirable and to prescribe their duties and powers.
2. To make and execute contracts in the name of the Club, or authorize its officers or committees to do so.
3. To confer on any person for such period as may be prescribed by the Executive, honorary membership without payment of fees.
4. To make rules and regulations and do all other things which it may deem necessary for the proper operation, governance and management of the Club.

X. FISCAL YEAR
1. The fiscal year of the Club shall be from April 1 to March 31.
2. The year of the terms of office for members of the Executive is from April 1 to March 31.

XI. EXERCISE OF BORROWING POWER
The Executive may borrow, raise or secure repayment of such sum or sums in such manner and upon such terms and conditions in all respects as they see fit, and in particular by the issue of bonds, perpetual or redeemable, debenture or debenture stock or any mortgage, charge or other security on the undertaking of the whole or any part of present and future property, both real and personal, of the Club; provided, however, that none of these powers shall be exercised except in accordance with sanction of a resolution passed by a two-thirds (2/3) majority vote of the members of the Club present at any meeting of the Club, provided that the proposed scheme to raise or secure monies was included in the notice of the meeting as provided by the Constitution and Bylaws.

XII. AUDIT OF ACCOUNTS
Prior to presentation at the Annual General Meeting, the financial records, including books, vouchers, accounts and balance sheets are to be either:
a) Inspected and approved by the Executive with the approval evidenced by the signature of two (2) Executive members, but not to be purported as being audited, or;
b) Audited by an auditor or auditors appointed by the Executive.

XIII. PREPARATION AND CUSTODY OF MINUTES OF PROCEEDINGS OF THE CLUB AND THE EXECUTIVE AND OTHER BOOKS AND RECORDS OF THE CLUB
1. The Executive shall see that all books and records of the Club required to be kept by the Constitution and Bylaws of the Club or by any particular statute or law are regularly and properly kept.
2. The records of the Club shall be kept at such place in the Province of British Columbia as the Executive sees fit, and shall at all times be open to inspection by the Executive.
3. The Executive shall from time to time determine whether and to what extent and at what times and places and under what conditions and regulations the accounts and books of the Club, or any of them, shall be open to the inspection of members not being officers; and no member (not being an officer) shall have any right of inspecting any account or book or document of the Club except as conferred by law or authorized by the Executive or by resolution of the members, whether previous notice thereof has been given or not.
XIV. AMENDMENTS TO THE CONSTITUTION AND BYLAWS
1. The Executive may, by a majority vote, repeal, vary or rescind any section of the Constitution and Bylaws or enact new sections.
2. Any such change, unless in the meantime confirmed by a majority vote at a Special or the Spring Meeting shall have force until the next Annual General Meeting, and if not then confirmed by a majority vote of the members shall from that time cease to be in force.