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THAMESFORD SNOWMOBILE CLUB
GENERAL BYLAWS
Originally dated September 15, 1979
Revised September 26, 1995
Revised January 27, 1998
Revised April 2004
Revised September 2011
Revised March 2016
1.0 DEFENITIONS
ADMINISTRARIVE YEAR means, the period the Annually Elected
Board will administrate the affairs of the Thamesford Snowmobile
Club.
AMENDMENT means, changes to existing of proposed bylaws etc.
BOARD means, all elected club officers (see section 3.4)
EXECUTIVE BOARD OF DIRECTORS means, those members
elected annually occupying the position of President, First Vice-
president, Second Vice-president, Chairperson and Director.
BYLAWS mean, all Rules, Regulations, Articles and Policies used
and laid down to give guidance in the governing of the T.S.C.
CLUB means, The Thamesford Snowmobile Club and its Members
“in good standing.” It may be identified in the shortened form of
T.S.C.
COMMITTEES mean, permanent of appointed Ad Hoc groups of
Members appointed to do a specific task, but shall not hold voting
privileges.
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CONVENOR means, a Member who is appointed annually to be in
charge of the Annual Nominations and Election.
DUES mean the Annual Fees charged to all Members to help offset
Club operating Expenses. These Dues will be reviewed and
assessed annually by the board and approved by the General
Membership (see section 12.2).
ELECTIONS to be held at April General Meeting.
GENERAL MEMBERSHIP means, all Members including Members
of the Board.
LEGAL NOTICES BY POSTAL SERIVE means, the number of days
considered necessary for the addressee to receive mail that has
been addressed and mailed to their record of address. This
period shall be four (4) days from the postal date on the envelope.
MEETINGS mean
GENERAL – the regular monthly meetings of the General
Membership.
SPECIAL – a meeting other than General Meetings, which has
been called by the Board or by the General Membership to
resolve a specific matter.
MEMBERS “IN GOOD STANDING” mean, those Members who have
met all financial obligations to the T.S.C. according to the Bylaws
and are not under suspension.
NOMINATIONS mean, one night of the year shall be designated as
Nomination Night for obtaining names of members willing to
stand for Election to the Board of the T.S.C. This night shall be
part and parcel of the March General Meeting.
QUORUMS mean, the required number of Members present to
conduct Club business as laid down in the various bylaws (see
section 8.4)
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RECORD OF ADDRESS means, in the case of a member, their
address as recorded in the Club records. In case of the T.S.C. it
will be Box 482, Thamesford, Ontario, N0M 2M0.
VOTING RIGHTS mean, only one vote per paid T.S.C. membership.
2.0 CONSTITUTION
2.1 CLUB NAME The Club shall be known as The Thamesford
Snowmobile Club.
2.2 PREAMBLE
Whereas – it is deemed that Corporations, Clubs, Societies, Groups
of people, etc. best attain their objectives and do so in a more
favourable, successful, legal and financially stable manner by
operating under Articles, Bylaws, Rules and Regulations, such as
contained herein.
And whereas, it may be necessary to change, alter, delete or add
to the bylaws, rules and regulations and policies, it may be done
providing proper procedures are followed as laid down in these
bylaws.
And whereas, all procedures and actions, including the spending
of monies, both within and outside regular meetings, must be
governed by the Members and the bylaws they have set forth and
have agreed to abide by.
And whereas in accepting Membership in The Thamesford
Snowmobile Club, the Member shall be deemed to have received a
copy of the Bylaws, have read them, and agreed to adhere,
conform and abide by all Bylaws, Regulations of Safety by the
Ontario Federation of Snowmobile Clubs, and policies as set forth
and as may be amended from time to time by the hearing, or
otherwise, against the said Members, thereby nullifying the
pleading of ignorance to any of the herein contained Bylaws,
Rules, regulations, Policies etc.
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2.3 OBJECTIVES
To foster and create good fellowship, fairness, tolerance and
encourage a cordial and cooperative relationship among all
Members.
To place the well-being, welfare, happiness and safety of fellow
Members above all.
To promote a good image of the Club, and snowmobiling in
general.
To encourage and practice safe driving habits at all times,
whether on our own or other Club’s trails.
To maintain the Club in a favourable financial position by raising
funds, including an Annual Membership Fee (if necessary). This
Fee will be assessed on an annual basis as recommended by the
Board and approved by the General Membership. These Funds are
to meet the Club’s financial needs for such monetary obligations
a s Charitable Donations, Trail maintenance, Equipment costs and
all other expenses.
3.0 CLUB ADMINISTRATION
3.1 The Fiscal Year of the Club shall commence at the change to the
new Executive at the May General Meeting.
3.2 The Administration Year shall commence at the change to the new
executive at the May General Meeting.
3.3 The affairs of the Club shall be under direct management and
control of the Board.
3.4 The Officers of the Club shall consist of the Executive Board of
Directors as well as the following Offices: Secretary, Treasurer,
Public Relations Officer, Trail Boss and Members of the Trail
Committee. The Annual Election of the Board shall be by secret
Ballot.
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3.5 The term of Office for all elected Members of the Board shall be
for one (1) Year.
3.6 The Board shall not obligate, assume or create any responsibility
in an amount more than Two Thousand Five Hundred ($2500.00)
dollars against the Club or its Members, without a proper Notice
of Motion, and formal approval by the Membership, or as laid
down in the Bylaws.
3.7 The Club will maintain appropriate and sufficient bank accounts
to meet the needs of the Club, abide by the requirements of the
Banking Act, Trust Laws, Income Tax Act and Government
Regulations. The managing of these funds shall be under the
direct scrutiny of the Board and the club in general. All Bank
Accounts, Financial Investments and dispersal of all money
matters shall require two (2) designated signers’ signatures.
3.8 Vacancies shall be filled by, or under, the direction of the Board.
See both sections 3.9 and 5.9.
3.9 If any Member of the Board fails to meet their obligations as an
elected Member, the Board shall have the authority to replace
such Member. This will be by appointment unless Section 5.9 is
applicable.
3.10 The Board shall acquire and maintain sufficient Liability
Insurance in order to protect the Club and its Members against
Liability and/or Class Action Suits.
3.11 The Directors, or Members, may and shall be reimbursed for
approved expenses incurred while fulfilling any Club approved
obligations or program.
3.12 Voting normally shall be done by the showing of hands, however
in event a Club Member requests a Vote by Secret Ballot, the Chair
shall immediately place the Member’s request on the floor for
approval or rejection, by the balance of the Membership.
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4.0 DISSOLUTION
4.1 If in the future, the General Membership decides, or it becomes
necessary to dissolve the Thamesford Snowmobile Club and after
all financial obligations have been dispersed, the remaining assets
shall be donated to Thamesford Youth Charity Groups.
5.0 ELECTION OF OFFICERS
5.1 No Member shall be elected, appointed or hold office who is under
eighteen (18) years of age, is under Discharge of Bankruptcy, has
not given their consent to run for office, is not a Member in “good
standing” or does not meet the criteria as laid
5.2 A Convener for the Annual Nominations and Election shall be
appointed on the night of the March General Meeting. This
Convener shall be in charge of these two (2) events. Immediately
following this appointment, the Convener shall commence to call
for Nominations from the floor for Nominees for the following
positions.
1. Five (5) Members for the Board of Directors
consisting of a) President
b) 1st vice-president
c) 2nd vice-president
d) Chairperson of the Board
e) Director
2. Secretary
3. Treasurer
4. Public Relations Officer
5. Trail Boss
6. Trail Committee [four (4) required]
Upon completion of Nominations, the Convener will ask each
Candidate if they wish to accept or decline. The Convener shall
also record all the Candidate’s names and the positions they were
nominated for.
5.3 At the April General Meeting, the Convener shall post the names
and positions of the Candidates nominated at the previous
General Meeting. At this time the Convener shall ask if any other
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names are to be added to any positions. If no other names are
added, the Convener will declare Nominations closed.
If any of the positions do not have more than the required
Nominees, the Convener shall then declare these positions filled.
This will be due to Election by Acclamation.
Should any positon remain open after Election Day, then these
positions may be filled by appointment by the Board of Directors.
5.4 For a Member to be elected to the Board, they must have been a
Member “in good standing” for not less than one (1) year.
5.5 For a Member to hold Office of President, or Treasurer, they must
have been a Member for not less than two (2) years and a Member
of the Board for not less than one (1) year.
5.6 There shall be no proxy votes.
5.7 In case of tie vote, there shall be a revote for the tied candidates
only. If after one (1) revote, there still remains a tie, a toss of the
coin shall decide the winner.
5.8 Any ballot, not clearly written and legible, shall be deemed to be a
spoiled ballot; however, misspelling of a candidate’s name shall
not be deemed a spoiled ballot.
5.9 The Convener of the Annual election shall record and give to the
Club Secretary the names of the immediate runners up, and
should a vacancy occur, this Member shall fill such vacancy.
5.10 At the March General Meeting A Member in good standing not
running for a position on the Executive will be nominated and
elected to operate the Election.
6.0 DUTIES OF OFFICERS
6.1 The President shall preside at all Meeting, do all duties and meet
all obligations incidental to their office. Also, the President shall
be an Ex Officio Member of all Committees.
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6.2 The First vice-president shall, in the absence of the President,
assume all of the President’s responsibilities.
6.3 The Second vice-president shall, in the absence of the President
and First vice-president, assume their duties and responsibilities.
6.4 The Chairperson shall oversee and advise operations of the Club
Executive.
6.5 The Secretary shall have custody of the Minute Books, and all
other books incidental to their office. The Secretary shall keep
good and proper records (minutes) of Board and General
Membership business. The Secretary shall receive and generate
the necessary correspondence regarding club business. The
Secretary shall communicate Board directives and notices to the
Members. The Secretary shall do all duties necessary to enhance
the functioning of the Club and do any other duties and tasks that
may be requested of them by the Board. The Secretary shall
summarize and present a full report of the Club’s activities over
the past year. This will be presented at the April General Meeting.
6.6 The Treasurer shall have care and custody of the Club Funds and
shall receive and disperse those same Funds as authorized by the
Club Bylaws and the Board. The Treasurer will maintain all Bank
Accounts as specified in the Bylaws and Board Directives. The
Treasurer shall maintain accurate records of all transactions
pertaining to monies received and dispersed. The Treasurer will
present the books for audit annually and give a summary report
on the financial status of the club at the General Meeting in April.
The Treasurer shall present the books for inspection anytime
provided they were given seven (7) days’ Notice and the request
was made in writing. The Treasurer may maintain a Petty Cash
account, not to exceed 150.00.
6.7 The Director is the President’s designate to assist all other
Members of the Board.
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6.8 The Public Relations Officer shall promote Club Objectives and
Activities to the public via the press and all forms of the media as
sanctioned by the Board. The Public Relations Officer shall do all
things necessary to raise and create the highest possible image of
the Club, its Members and snowmobiling in general.
6.9 The Trail Boss shall oversee the Trail System in its entirety,
including maintenance and upgrading of the Trails themselves,
the equipment, maps, lists of landowners, Land Lease forms and
signs. The Trail Boss shall delegate sections of the trails to Trail
Committee Members and do all things necessary to maintain the
Club Trails in the highest level of repair and condition.
6.10 The Trail Committee shall consist of four (4) Elected Members as
well as volunteers who are willing and able to devote the
necessary time in order to support and maintain their section of
trail in topnotch condition, under the direction of the Trail Boss.
They shall be responsible for the signing of Land Lease forms in
their section.
7.0 MEETINGS
7.1 Regular monthly meeting will be held for the General
Membership, these Dates will be published in the Annual Agenda
that accompanies the Permit Application. Copies are also
available at any General Meeting. No General Meeting in May,
June, July or August.
7.2 Special Meetings shall be held on the request of the President, the
Executive Board as a whole, or upon request in writing supported
by not less than twelve (12) Members “in good standing”. Such
requisition shall state the purpose of the meeting, the place, the
day and the hour and shall be delivered into the hands of the club
Secretary not less than ten (10) days before the Special Meeting.
The Secretary shall notify the Membership not less than five (5)
days before a Special Meeting.
7.3 At the Special Meeting no business, other than the business
specified, will be transacted.
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7.4 The Board shall meet on a regular monthly basis, or as often as
necessary to conduct the business of the Club. (This may be part
of the General Meeting.)
7.5 An Emergency Board Meeting may be called by that body at any
designated place and time without formal notice, provide all
Members of that body have been duly notified.
7.6 If any Member of the Board is not notified of such Meeting, the
absentee may request, at the next Board Meeting, that any
Motions passed are subject to be reopened if they wish to put
some “input” into the Motion. If this should occur, then it will
require a revote to resolve the final decision.
8.0 QUORUMS
8.1 The presence of a Quorum shall be mandatory before any Meeting
can be officially held.
8.2 The presence in person of a majority of the Board Members shall
be necessary to constitute a Quorum at a Board Meeting.
8.3 In all other meeting the presence of a majority of the Executive
Board shall be necessary before a Meeting can be officially held.
8.4 The presence of at least twelve (12) Members “in good standing”
shall be necessary to constitute a Quorum at a Special Meeting,
unless there is a Notice of Motion to change the Bylaws in which
case a Quorum will require not less than fifteen (15) Members to
make the Meeting Official.
9.0 CONDUCT AND PROCEDURES AT MEETINGS
9.1 Robert’s Rules will be the reference book for settling matters and
disputes not covered by Club Bylaws.
9.2 The Presiding Chair shall preserve order and give direction on all
Procedural matters based on club Bylaws and/or Robert’s Rules.
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9.3 The President shall have the prerogative to appoint a
Parliamentarian to give guidance when needed.
9.4 The Presiding Chair shall not vote on any Motion, unless there is
tied vote, in which case they must cast a Negative Vote to break
the tie. However, the Chair is allowed to speak to the Motion,
either for or against.
9.5 Every Member shall, before speaking, rise or raise their hand and
wait to be recognized by the Chair before attempting to speak.
9.6 When two or more Members rise to speak at the same time, the
Chair shall resolve the speaking order.
9.7 Before a Motion can be opened for discussion, it must be
seconded. Should it fail to raise a Seconder, the Motion dies on
the floor. The person presenting the Motion is not allowed to
second their own Motion.
9.8 After a Motion has been Seconded and duly recorded by the
Secretary, it shall be Read aloud by the Secretary before the
Motion for Discussion. A Member may request the Motion, in
whole or part, to be read aloud at any time during the discussion
period. Before voting on the Motion it shall be read aloud for final
verification of the Motion.
9.9 The following Motions are not open to debate.
1. Point of Order
2. Table
3. Set Aside
4. Suspend Rules
5. Adjourn
9.10 No member while speaking shall be interrupted, except on a Point
of Oder, shih shall be ruled on immediately by the Chair.
9.11 No member shall use Profanity or Improper language on the floor.
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10.0 AMENDMENTS AT MEETINGS
10.1 Motions may be Amended providing the Amendment does not
alter the intent of the Motion.
10.2 An Amendment to a Motion may be Amended, but such
Amendment itself cannot be Amended except by the consent of
the presiding Chair.
10.3 An Amendment to an Amendment is discussed and voted upon
before further discussion or voting on the first Amendment or
Motion to which it applies. Similarly, an Amendment to a Motion
is discussed and disposed of by voting on its before further
discussion or voting on the original Motion to which it applies.
10.4 Discussion to an Amendment must relate to that Amendment
only. If a Motion is defeated after all amendments have been dealt
with, all the amendments are also defeated.
10.5 A Motion shall be considered having passed with a simple
majority of those present.
10.6 If a Motion has been properly put on the floor and duly Seconded
and it is obvious that it is a favoured Motion, the Chair may ask if
there are any objections to the Motion – if not - the Chair may
declare the Motion has passed. If there is any doubt at all, a vote
must be called.
10.7 The Chair, in order to prevent an early “CALL FOR THE
QUESTION”, may state, that the proposal (proposed motion) is on
the floor for discussion only at this time and that it will be place
on the floor officially in a few minutes.
10.8 The Chair may close a Meeting, or Suspend any Member who fails
to obey the directions of the Chair.
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11.0 AMENDMENT PERTAINING TO NOTICE(S) OF MOTIONS
11.1 The Club shall have the power at the April General Meeting or a
Special Meeting only, to amend, repeal or re-enact the
Constitution, Bylaws etc., provided that, a Quorum of the General
Membership is present.
11.2 A Notice of Motion shall be necessary to Amend, repeal or re-
enact the Constitution, Bylaws etc. The Notice of Motion shall be
submitted in writing outlining the proposed change(s). It shall be
delivered into the hands of the Club Secretary not less than
twenty (20) days before the April General Membership Meeting.
The Club Secretary shall mail or deliver a copy of all submitted
Motions to the Club Members not later than seven (7) days before
the April or Special Meeting. The presence of not less than
twenty-five (25) Members (three (3) of which shall be Members
of the Executive Board of Directors) will be required to constitute
a Quorum. Should the required quorum not be met, the Notice(s)
of Motion shall be tabled for presentation at the next regular
General Meeting. Then a simple majority shall decide the
outcome.
12.0 MEMBERSHIP FEES AND OBLIGATIONS
12.1 Membership in this Club shall bind the Member accepting
Membership to abide by the provisions of the Club’s
Constitutions, Bylaws, Policies, Rules and Regulations, as
described in this document and as may be amended from time to
time.
12.2 The Annual Membership fee shall be decided by the Executive
Board of Directors from year to year, but may not be increased
more than 10% without the approval of the Membership.
12.3 Membership fees shall be due and payable in full, on or before
December 1 each year.
12.4 Should a Member’s name be stricken from the Roll of Membership
for any case, the Secretary shall enter the same in the Minute
Book and shall give notice thereof, by Registered Mail to same
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Member. Such Member shall forfeit all monies paid to the Club,
their Membership Card and all rights and privileges to which they
were entitled.
12.5 In the event a Director being stricken from the Board of Directors,
the procedure in section 3.8 under Club Administration shall be
followed to fulfil the vacancy.
13.0 DISCIPLINE
13.1 A Member may be charged with violations of the Constitution,
Bylaws, Policies, Rules etc., for conduct that is not conducive to
the welfare of the Club, or other Members, and/or violations of
safe driving rules as laid down the under the Highway Traffic Act,
as well as Club Rules.
13.2 Complaints shall be made in writing and delivered to the Club
Secretary within ten (10) days of the alleged violation. The
Secretary shall give immediate notice in writing to the
Respondent giving all particulars of the complaint. The Secretary
shall notify the Members of the Executive Board of Directors of
the time, date and place the hearing will be held to investigate the
complaint and such further notices as deemed necessary to
dispose of the charge.
13.3 Any Member charged with a violation may appear in front of the
Executive Board of Directors and explain his side of the story and
show just cause why the charge should be dropped, or reason why
they should not be suspended or expelled.
13.4 If a member against whom a charge has been laid, does not attend
the hearing as required or requested, the hearing may proceed in
their absence.
13.5 If a member is suspended or expelled by the Executive Board of
Directors, the Member may Appeal to the General Membership by
calling and arranging a Special Meeting, provided they have met
the requirements of Bylaws 7.2 and 7.3 and does so within
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fourteen (14) days of receiving official notice of suspension or
expulsion.
13.6 The Executive Board of Directors may either on its own initiative
or upon a written complaint investigate the conduct of a Member.
13.7 In the event disciplinary action has to be taken against a Member,
it may be as follows
1) Verbal warning from the President
2) Warning by letter (a reprimand).
3) A fine not to exceed twenty-five Dollars ($25)per charge
4) Suspension
5) Expulsion
13.8 In case of fine the Member shall have thirty (30) days to pay, and
should they fail to do so, an automatic suspension shall be
invoked. Should the fine not be paid within sixty (60) days, the
delinquent Member shall be expelled from the Club. [See 13.5 for
redress procedure(s).]
13.9 The Member shall be notified by registered mail of all Board
actions.
14.0 MEMBER’S CODE OF CONDUCT
14.1 All Members shall promote safety and safe driving habits at all
times.
14.2 All Members are governed by the Ministry of Transportation, the
Motorized Snow Vehicle Act and T.S.C. Bylaws.
14.3 All Members shall drive at no more than the posted trail speeds
and at a reasonable rate through populated areas, particularly
after 11:00 pm.
14.4 All Members shall use designated trails and areas whenever
possible.
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14.5 No unnecessary running near churches, schools, hospitals,
community centers, cemeteries etc. when activities are in
progress.
14.6 Members shall avoid running near homes and out buildings.
14.7 Members shall not enter, or trespass on private property without
the authorization of the landowner.
14.8 Members shall honour other Club’s rules when riding on their
trails or in their area.
14.9 Members shall not ride on sidewalks unless it’s impossible not to
do so.
14.10 Members shall not litter.
14.11 Members shall respect wildlife, domestic animal, small trees and
seeded areas.
14.12 Members shall not take down, cut or damage fences, shall close all
gates and generally leave the property as they found it.
DON’T FORGET THE GOLDEN RULE
HAPPY SAFE SNOWMOBILING
