Constitution and By-Laws

Constitution

1)      The name of the society is the NWT Volleyball Association. The Association may also use the name Volleyball Northwest Territories.

2)      The objects of the society are:

a.       To foster, develop, promote and regulate the playing of amateur volleyball in the Northwest Territories;

b.      To provide the game of volleyball with proper safeguards in accordance with the spirit of true sportsmanship;

c.       To establish and maintain allied membership and affiliations with associations devoted wholly or partially to the promotion of the game of volleyball in Canada;

d.      To establish a set of uniform guidelines for the playing of the game of volleyball throughout the  Northwest Territories;

e.      To investigate, promote and regulate championship play in all classifications of the game as may be deemed feasible;

f.        To investigate, promote and regulate co-ed men's and women's volleyball, recreational and competitive, as far as it is feasible;

g.       To represent Northwest Territories on volleyball committees of other provincial or territorial associations or nationally, where deemed practical and necessary.

 

3)      The operations of the Society are to be chiefly carried on in Yellowknife, Northwest Territories.

 

By-Laws

Jurisdiction

1)      The NWT Volleyball Association (hereinafter described as "the Association"} recognizes its responsibility to provide a code of conduct as the governing body over the game of volleyball as played by members of the Association in or outside of the Northwest Territories

Membership

2)      Membership is open to any resident of the Northwest Territories.

3)      The membership year will run from September 1st in each year until August 31st the following year.

4)      All members must pay the annual membership fee set by the Association prior to engaging in any activities of the Association during any membership year.

5)      The membership fee for admission to the Association shall be determined at each Annual General Meeting of the Association, to be effective for the ensuing fiscal year of operation.

6)      The Association may discipline any member of the Association and may support, uphold and honour any disciplinary action taken against any individual member by a member club or an affiliated body.

Withdrawal or Expulsion of Members

7)      Any member may withdraw from membership in the Association by notice in writing to the Board of Directors at the Associations mailing address or by non-payment of the annual membership fee when required.

8)      Any member whose conduct is considered detrimental to the Association maybe suspended or expelled by resolution passed by a majority of the directors present at a duly called meeting of the Board of Directors

9)      The membership of any member who fails or refuses to pay the annual membership fee when due is automatically suspended until such fees are paid.

10)   Any member who resigns; withdraws or is suspended or expelled from the Association shall forthwith forfeit all rights, claims and interests arising from or associated with membership in the Association.

Meetings

11)   The Annual General Meeting of the Association shall be held during the month of June in each year at a date to be set at the Annual General meeting of the preceding year.

12)   General and special meetings of the Association shall be held at the call of the President, or, if absent or unable to act, at the call of the Vice-president.

13)   Any five (5) members in good standing in the Association may call a general or special meeting by presenting a signed request for such to the President or, if absent or unable to act for any reason, the Vice-president, who shall call such general or special meeting within 21 days after receipt of such request.

14)   Notice of the Annual General Meeting and of any General or Special Meetings shall be given at least fourteen (14) days prior to the date set for such meetings, such notice to be given by either publication in one (1) issue of the newspaper of general circulation with the Northwest Territories or by posting such notice in at least two public places within each of the regions of the  Northwest Territories as the phrase  is defined from time to time by the Sport North Federation for the allocation of competitive regions.

15)   The quorum for a General, Special or Annual General Meeting shall be no less than seven (7) members.

16)   The President shall be the chairperson of all meetings of the Association or, if absent or unable to so act, the Vice President shall act as chairperson. If the Vice President is present or able to so act, the members at such meeting shall elect a chairperson from the members present at the meeting.

17)   Every community represented at any General, Special, or Annual General Meeting of the Association shall be entitled to one vote on any motion or resolution presented at such meeting. The voting representative for each community shall be named by the community and shall be identified at the beginning of every meeting.

18)   Every member of the Board of Directors, with the exception of the chair, shall be entitled to one vote on any motion or resolution present at such meeting. The Chair shall case the deciding vote in the event of a tie.

19)   Every member is entitled to vote as determined in this section shall be referred to as "voting members".

20)   Voting at all meetings of the Association, except for the election of the Board of Directors, shall be by a show of hands unless a simple majority of voting members present request a ballot vote on any motion or resolution.

21)   Any motion or resolution, other than one which would have the effect of amending the Constitution or these By-Laws, shall require a simple majority of the votes of voting members present to be passed. An Extraordinary Resolution to amend the Constitution or By-Laws shall require a two-thirds majority of the votes of the voting members present to be passed.

Directors

22)   The Board of Directors of the Association shall be elected at the Annual General Meeting of the Association by a majority vote of the voting members present.

23)    The Board of Directors of the Association shall be comprised of the following elected positions:

                        a) President

                        b) Vice President

                        c) Secretary

                        d) Treasurer

 

And the following appointed members:

a)      Registrar

b)      Regional Officials Chair (ROC)

c)       Technical Director

d)      Up to four (4) Directors at Large with voting privileges. Where possible these positions should filled by members residing in different regions.

24)   All elected positions shall be for a two year term. The positions of President and Secretary shall be renewed in odd numbered years and the positions of Vice President and Treasurer in even numbered years.

25)   All appointed positions shall be filled by the elected Directors within two weeks of the Annual General Meeting in each year.

26)   The Board of Directors may further direct the election or appointment of such other members of the Board as the Association might determine to be necessary from time to time.

27)   The Board of Directors shall have the power to appoint chairpersons to hear necessary committees, who shall be directly responsible to the Board of Directors and who shall not hold the designated offices for any period beyond the next Annual General Meeting.

28)   The Board of Directors may create other ad hoc or standing committees from time to time as they determine necessary.

29)   The majority of Directors shall have the power to appoint any member of the Association to fill a vacancy in their numbers and any Director so appointed shall retire from office on completion of the unexpired portion of the term of the Director who has been replaced.

30)   The Directors shall be responsible for conducting the affairs of the Association in accordance with the objects set out in the Application of Incorporation and in accordance with these By-Laws.

31)   The quorum at any meeting of the Board of Directors shall be three (3) Directors.

32)   The Board of Directors shall meet at least once every three months. Meetings may be held by telephone conference.

33)   Any Director may be suspended or expelled by the Board of Directors for proven dishonesty, gross misconduct, or for failing or refusing to carry out the duties as a Director as provided for in these By-Laws.

34)   If any Director shall resign his or her office, or, without reasonable excuse, excuses himself or herself from three or more meetings, or is suspended or expelled from the Association, the Board of Directors shall declare the office vacant and may appoint a successor.

35)   Directors or other officers or chairpersons may be paid traveling and/or living expenses to compensate them for expenses incurred by them in the conduct of their duties in respect of any office of the Association.

36)   The President shall be the executive officer on the Board of Directors, and shall conduct the business of the Association throughout his or her term of office.

37)   The Vice- President shall be responsible for all Committee of the Association and will, when necessary, assume the duties of the President.

38)   The Secretary shall keep full and proper records of all meetings and be responsible for the Association’s newsletter.

39)   The Treasurer shall keep full and proper records of all the financial transactions of the Association and shall report to the Association at all meetings as to the Associations financial status.

40)   The Technical Director will be responsible for dealing with all technical aspects of the game, including the co-ordination of coaching clinics and ensuring ongoing competence and development of certified volleyball coaches in the Northwest Territories; shall be responsible for directing and coordinating the development of high performance teams and programs, and shall act as liaison between the Board of Directors and coaches and teams with in the high performance program. The Technical Director may designate other members to assume responsibility for some or all of these functions, but will remain responsible for overseeing the overall technical development in the NWT.

41)   The Regional Official Chair (ROC) shall act as an advisor to the Board of Directors with respect to rules and officiating and will be responsible for assigning and coordinating referees for tournaments sanctioned by the Association, for the training of all officials in accordance with Volleyball Canada requirements.

42)   The Tournament Chair shall be responsible for the planning and co-ordination of tournaments sponsored or sanctioned by the Association.

43)   The President or another delegate shall attend all annual and semi-annual meetings of Volleyball Canada as directed by the Board of Directors, and represent the interests of the Association at the national level.

Borrowing Powers

44)   The Directors may, with approval of a majority of the members present at any Special General or Annual General Meeting of the Association, borrow funds for capital expenditures.

Receipt and Use of Funds

45)   All monies received by or on behalf of the Association shall be deposited in a bank account in any chartered bank in the Northwest Territories as the Board of Directors may, from time to time determine advisable.

46)   All disbursements from the Association's bank account shall be made by cheque signed by any two of the authorized signing authorities appointed at the first meeting of the Board of Directors after each Annual General Meeting.

Sealing and Signing Authority

47)   The seal of the Association shall consist of the world "seal" in a circle formed by the words: "Northwest Territories Volleyball Association"

48)   The seal shall be kept in the custody of the Secretary of the Association and shall not be affixed to any instrument or document except by authority of a resolution of the Board of Directors.

49)   The seal shall be affixed to all documents requiring execution under the seal of the Association, by two Directors as may, from time to time, be authorized by the Board of Directors.

Making, Altering, or Rescinding By-Laws

50)   The By-Laws of the Association may be rescinded, altered or added to at the Annual General Meeting of the Association by extraordinary resolution and not otherwise, but no rescission, alteration or addition shall have any effect until it is registered by the Registrar of Societies.

51)   Notice of intention to propose the rescission, alteration or addition of any by-law shall be given the notice of the meeting published or posted pursuant to By-Law 14.

52)   All books and records of the Association shall be open to inspection of members at each Annual general meeting and at any other times upon the giving of at least two (2) clear days’ notice of the member's desire to inspect such books or records, such notice to be given to the member in whose custody such books or records are ordinarily kept.

53)   Other than at the location of the Annual General Meeting, the books and records shall be inspected pursuant to By-Law 50 at such place and time as may be directed by the Board member having custody of the books or records to be inspected or, in the case of a dispute, at such place and time as the President may direct.

Rules and Regulation

54)   All matters of rules and regulations not specifically covered in the Constitution and By-Laws shall be governed by those of Volleyball Canada where they apply.

55)   The fiscal year end of the Association shall be on the 31st day of May in each year.

MEMBERSHIP APPROVAL: Tuesday September 23, 2014 (AGM)

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