BYLAWS OF THE BRITISH COLUMBIA WEIGHTLIFTING ASSOCIATION
ARTICLE 1 – GENERAL
The In these bylaws the abbreviation “BCWA” shall mean the British Columbia Weightlifting Association.
The BCWA shall be a Not for Profit Society incorporated within the province of British Columbia, Canada, and be subject to the laws of the “Society Act” of British Columbia.
1.2 Mission and Purpose
The recognized and promoted Mission Statement of the BCWA shall be:
”To provide vision, inspiration and support for all communities within British Columbia, to create opportunities for the widest participation and competition in the sport of Olympic-style weightlifting. BCWA’s leadership will forge a cohesive, united organization dedicated to building the long standing great sport of Olympic-style weightlifting.”
The BCWA will exist to foster the development of amateur athletes, coaches and officials in the sport of weightlifting in the achievement of the above stated mission.
The BCWA shall maintain a membership in good standing with the Canadian Weightlifting Federation Halterophile Canadienne.
The Executive Committee or the Executive Director/President shall decide on the design, colour and content of the BCWA logo, and use it in the best interests of the association, as the committee sees fit.
ARTICLE 2 – MEMBERSHIP
There are three types of membership within the BCWA:
1) Club Membership – Athletes, coaches, officials or volunteers that belong to a recognized weightlifting club, which is registered with the BCWA. Individuals in good standing are entitled to one vote, once they have been members in good standing for at least six months.
2) Unaffiliated Membership – Individual athletes, coaches, officials or volunteers that do not belong to a registered club. Individual members in good standing are entitled to one vote, once the individual has been a member in good standing for at least six months.
3) Corporate Membership – Corporations or business that are actively involved in promoting the sport of Olympic-style weightlifting within British Columbia. Corporate members do not have voting rights.
The directors have the authority, by majority vote, to alter the classifications of membership and the applicable voting rights status, from time to time as they see fit, in the best interests of the BCWA.
2.2 Qualification & Admission
The directors shall have full power and authority to accept or reject candidates for membership based on appropriate conduct and/or maintenance of membership status in good standing. Those individuals who are deemed not to support the stated mission and best interests of the BCWA will not be admitted as members to the association.
2.3 Membership Dues
The level of membership dues will be decided by majority vote of the directors of the BCWA, from time to time, as they see fit.
The Executive Committee or the Executive Director/President will have the authority to administer the collection of annual membership dues, including setting deadlines, creating and issuing application forms and implementing the necessary collection strategies.
2.4 Good Standing & Termination
A member in “Good Standing” is one who has paid their full membership dues by the required due date, and complies with all the regulations of the bylaws of the BCWA. Any member who has membership dues past due or who is deemed by the directors not to be in support of the stated mission and best interests of the BCWA, will be a member who is not in “Good Standing”.
Members who are not in “Good Standing” do not have voting rights.
The directors have the authority, by majority vote, to terminate the membership of any member who is deemed not to be in “Good Standing”. In any case, membership will automatically cease if membership dues remain unpaid for more than three months after they become due. Members may be readmitted once they have brought their membership dues up to date.
ARTICLE 3 – GOVERNANCE
At each Annual General Meeting, the membership will vote for the directors of the association. The directors will create and implement the necessary organizational structure to best meet the needs of the association and its members. The directors will have the authority to change the organizational structure of the association based on a majority vote, as they best see fit.
The BCWA will have four (4) directors on the Board to oversee the association’s organizational structure and administration, and to set governance policies. At least one of the directors will also be an officer of the association, namely the Executive Director or the President. There will be three (3) directors elected by the membership on an annual basis at the Annual General Meeting. The four director positions will be:
Chair of the Board of Directors (elected)
Vice-Chair of the Board of Directors (elected)
Finance Chair of the Board of Directors (elected)
Executive Director or President (ex-officio/non-voting member)
The terms of the three elected directors will be two years in length with the Chair’s term expiring in different years than the Vice-Chair and Finance Chair’s terms. A director’s term may be extended to three years in length, if necessary to accomplish the staggering of the Chair’s term. There will be no limit to the number of terms, consecutive or otherwise, that individuals may be elected to the Board of Directors of the BCWA.
The three directors with voting rights (chairs) will hire or appoint the appropriate Executive Director or President to run the operations and day-to-day business of the association. This individual may or may not be compensated based on budgetary considerations of the association. The elected Board of Directors will decide on compensation for the Executive Director or President.
Any replacements or terminations of the elected director positions require a Special Resolution to be passed at a Special Meeting of the voting membership.
Individuals will not be entitled to receive remuneration for their activities in the capacity of a director of the BCWA.
The Executive Director and/or President will be officers of the BCWA. The Executive Director/President will hire and/or appoint any necessary additional officers, which may be salaried employees, consultants or volunteers, to oversee the operations and day-to-day business of the association. These may be permanent or temporary positions, as decided by the Executive Director/President, based on the needs of the association, and budgetary considerations.
3.4 Executive Committee
An Executive Committee may be formed by the Executive Director or President to assist in running the day-to-day business of the association. The members of the Executive Committee will be left to the discretion of the Executive Director or President, however, will include any appointed officers of the association, and may also include elected directors. The Executive Committee under the direction of the Executive Director or President will have the authority to create and set operational and administrative policies and procedures.
If required, on a permanent or temporary basis, the Executive Director or President will form subcommittees to assist with specialized functions or requirements of the association, which will report to the Executive Director, President or the Executive Committee.
3.6 Staff and Consultants
Staff, consultants or volunteers may be hired or appointed by the Executive Director or President to assist in running the association’s business.
ARTICLE 4 – MEETINGS
4.1 Annual General Meeting and Special Meetings
The Annual General Meeting of the voting members of the association shall be held by June 30 each year for the fiscal year ending March 31 of the same year, at such date, time and place as decided by the directors.
The purpose of the Annual General Meeting will be to elect the directors for the upcoming year, to approve any proposed major changes in direction of the association for the next fiscal year, to vote on any special resolutions, to approve the annual financial statements for the most recent fiscal year just ended, to report on the budget for the upcoming fiscal year, and to hear reports, if any, by the officers of the association, as decided by the Executive Director or President.
Special Meetings may be called throughout the year by the Board of Directors to address items that require approval by the voting membership. These items include changes to the composition of the Board of Directors, including adding, replacing or terminating directors, and changes that affect the direction of the association in a significant or material way.
Notices for the Annual General Meeting and Special Meetings stating the date, time, location and business to be transacted will be forwarded to the voting membership by no less than fourteen days before the date of such meeting. A copy of the annual financial statements and names of nominees for the directors’ positions will be included with the notice for the Annual General Meeting. Accidental omission to give notice of any meeting to any member, or non-receipt of any notice by any member, shall not invalidate any resolution or bylaw passed, or any proceeding taken at such meeting.
Proxy voting will not be allowed at any Annual General Meeting or Special Meetings.
4.2 Directors’ Meetings
Directors’ meetings will take place no fewer than four times per year. The date, time, location and business to be transacted will be determined by the Chair in conjunction with all other board members. Every director has the authority to produce agenda items for the directors’ meetings. Notices for directors’ meetings stating the date, time, location and business to be transacted will be forwarded to all directors by no less than fourteen days before the date of each meeting. The fourteen-day notice period may be waived in cases where all directors agree on the date, time and location of the meeting.
4.3 Executive Committee Meetings
The Executive Director or President will schedule Executive Committee meetings on an as needed basis, on a formal or informal basis.
4.4 Quorums and Voting
The quorum for the Annual General Meeting and any Special Meetings will be the number of voting members present, but this number shall never be less than (4) members.
The quorum for Directors’ Meetings will be the three (3) voting members.
4.5 Minutes of Meetings
Minutes will be required for the Annual General Meeting, all Special Meetings and any directors’ meetings containing at the minimum: the attendees, date, time and location of such meeting, policies created or amended, resolutions passed or rejected, decisions made and details of any voting.
The Executive Director or President of the BCWA will keep all minutes on file.
ARTICLE 5 – FINANCE
5.1 Fiscal Year
The fiscal year will be from April 1 of one year to March 31 of the following year.
5.2 Accounting and Auditors
Annual financial statements will be produced by a qualified bookkeeper or accountant for approval at each Annual General Meeting. The Board of Directors, if required by any funding authority, will appoint auditors.
5.3 Signing Authority
At least two (2) signing officers will be appointed by the Executive Director or President and may include either or both the Executive Director and/or President.
The Executive Committee prior to the start of each fiscal year will produce an annual fiscal year budget. The directors shall approve the fiscal year budget in advance of the start of each fiscal year.
The officers and Executive Committee shall have the authority to authorize expenditures on behalf of the association within the confines of the approved annual budget. The Board of Directors may authorize any material expenditure that is not in the annual budget.
Only the directors by majority vote have the authority to commit the BCWA to any financial obligations through borrowing. The directors will not commit the BCWA to any financial obligations through borrowing without disclosure and approval in the annual budget or by a Special Resolution. A debenture must not be issued without the authorization of a Special Resolution.
ARTICLE 6 – CLUBS & COMPETITIONS
6.1 Registered Clubs
A registered BCWA club will be one that has received the approval and sanction of the Board of Directors of the association, having submitted the necessary application information as required by the directors. Any club that is deemed by the directors not to be in support of the stated mission and best interests of the BCWA will be subject to expulsion from the association by a majority vote of the directors.
Individuals who are members of a club that has been expelled from the association will immediately lose their membership and voting status. Individuals may reapply for membership through other registered clubs at any time.
6.2 Approval of Competitions
The Executive Committee must approve in advance any Olympic-style weightlifting competition within the province of British Columbia, whether organized by a registered club or individual members, for it to be considered sanctioned by the BCWA.
6.3 Competition Fees and Eligibility
The Executive Committee of the association has the authority to set standards of qualification for competitions and require membership fees to be paid in full and in advance of members participating in competitions. The Executive Committee also has the authority to require competition fees to be paid in full prior to participating in competitions.
ARTICLE 7 – INDEMNIFICATION
7.1 Indemnification of Directors and Officers
Every director and officer of the BCWA including their heirs, executors, administrators and estates, who has undertaken or is about to undertake any liability on behalf of the association, shall from time to time and at all times, be indemnified and saved harmless out of the funds of the association, from and against all costs, charges and expenses whatsoever which such director or officer sustains or incurs in about any action, suit or proceeding which is brought, commenced or prosecuted against him or her, or in respect of any act, deed or matter whatsoever made, done or permitted by him or her, in or about the execution of the duties of his or her office or in respect of any such liability.
If any director or officer of the BCWA is found guilty of fraud, willful negligence, default or dishonesty, whereby the association incurs any loss or damages, such director or officer shall be liable to the association for reimbursement of such loss or cost of damages.
ARTICLE 8 – AMENDMENT
8.1 Amendment of Bylaws
These bylaws shall not be altered except by a Special Resolution approved at either an Annual General Meeting or a Special Meeting.
These bylaws have been approved by a Special Resolution through a motion made to the membership of the British Columbia Weightlifting Association at the July 1, 2001 Annual General Meeting. Signed by all directors of the British Columbia Weightlifting Association:
Carman Adair, Chair
Dieter Stamm, Vice-Chair
Paul Goldberg, Finance Chair
Guy Greavette, Executive Director