Club Bylaws (2011)

 

Membership

Members shall uphold the principles of the Ottawa Valley Lifesaving Club Inc. (hereafter referred to as OVLC) as contained in the constitution.

Memberships are renewed annually and the period of membership is from October 1st to September 30th.

Regular Member

Regular members have voting right at the Annual General Assembly (AGM) of OVLC.

Regular members have the obligation to pay the regular member fee and complete annual volunteer requirements. Regular members receive full benefits.

Junior Member

Junior members (under 16 years old) do not have voting right at the AGM of OVLC their vote is granted by extension to their parent/guardian <see below>.

Junior members shall pay the Junior member fee. Junior members receive Junior benefits.

Parent Member

Parent Members voting right at the AGM of OVLC.

Parent Members shall not pay for their membership as long as they have a child who is a member. Parent Members shall receive Parent Member benefits only.

Honorary Members

Honorary memberships of the OVLC may be granted to individual persons or organizations who have previously or may in the future, give special service to the objectives of the OVLC. Honorary members shall not pay a membership fee. Honorary members may address the General Assembly, the board of directors, the committees but shall not have a right to vote.

Payment of Membership Fees

Membership fees of the OVLC are due October 1st of each calendar year. If a member has not paid its membership fee by October 1st of the year, that member’s right to vote at and/or participate in OVLC meetings, events or projects will be suspended until all outstanding fees have been paid. The board of directors will approve the membership fees for the following calendar year by June 1st of each year.

Volunteering

The OVLC relies on the dedicated volunteer efforts of its members to support its continued success year-round. The board of directors will determine volunteer requirements for the following calendar year by June 1st of each year.

Benefits

The board of directors will approve the benefits associated with each membership category. The board of directors must approve all changes to OVLC Benefits.

Age Groups

Age Category

Lifeguarding Ages

Lifesaving Ages

Junior 5 – Keiki’s (“little ones” in Hawaiian)

n/a

7 and under

Junior 4 – Nipper’s (“children” in Aussi)

n/a

8, 9

Junior 3 – Wiki’s (“fast fish” in Hawaiian)

n/a

10, 11

Junior 2 – Manō’s (“sharks” in Hawaiian)

n/a

12, 13

Junior 1 - Juniors

n/a

14, 15

Senior (Open)

16+

16+

Masters (Ontario)

n/a

20-29

Masters 1 (ILS)

n/a

30-39

Masters 2 (ILS)

n/a

40-49

Masters 3 (ILS)

n/a

50-59

Masters 4 (ILS)

n/a

60-69

Masters 5 (ILS)

n/a

70-79

Masters 6 (ILS)

n/a

80-89

Masters 7 (ILS)

n/a

90-99

 

Annual General Assembly

The estimated date and venue of an AGM shall in principle be fixed by the previous General Assembly. The summons and the invitation make the calling of an AGM. The President dispatches the summons, together with the draft agenda to all members at least one (1) month in advance.

The President must dispatch the summons and invitation to an extraordinary General Assembly together with all matters to be placed on the agenda of the assembly to all members within fifteen (15) days of a valid request for an extraordinary General Assembly.

General Assembly – Agenda

All matters to be placed on the agenda of the AGM must be submitted to the President at least one month before the set date. If accepted by ¾ of the members present at the meeting, new matters may be added to the agenda. The agenda and preparatory documents must reach each member at least fifteen (15) days prior to the opening session of the AGM.

General Assembly – Minutes

Minutes of the AGM shall be issued to all members within thirty (30) days of the conclusion of the AGM.

General Assembly – Procedure

Call to Order – by the Chair

Call for approval of the Agenda

Amendments of the Constitution and/or Bylaws

Proposals to add to, amend, delete or otherwise alter the Constitution and/or Bylaws in any way, must be submitted in writing and only by a Member at least one month before the start of the AGM.

 

Board of Directors of OVLC

Board of Directors – General Provisions

A person nominated by a voting member to be a member of the Board of Directors must hold a current Regular membership in good standing (paid in full), be a minimum of 18 years of age by the date of election, be a resident of Canada, and primarily reside in the Ottawa region.

The settling of costs of attendance (transportation & accommodation) of the Board of Directors will be arranged by the secretary as agreed upon in policies and procedures established by the Board of Directors.

Directors shall be deemed to understand and be bound that they will, when participating in the Board of Directors meeting, act in the general good and interests of all Members of OVLC.

Board of Directors - Elections

The Past President or designated elections officer will oversee all election balloting. The elections officer would be a member in good standing appointed by the Board of Directors who was not running for a position of office (elected or appointed).

Elections of the OVLC President, Secretary, Treasurer, Lifesaving Director, and Lifeguard Director will be by secret ballot until one candidate receives more than 50% of the votes cast. Should only one nomination be put forward for a vacant seat, members will be asked to approve or disapprove the nomination with 50%+1 of the votes cast will be required for approval.

Tenure of the OVLC President, Secretary, Treasurer, Lifesaving Director, and Lifeguard Director shall be for a two (2) year term with the option for reelection for multiple terms. The tenure of OVLC Board of Directors shall be rotational, with the President, Secretary and Treasurer requiring elections one year, followed by the subsequent elections of the Lifeguard and Lifesaving Chair the following year. 

Board of Directors – Procedure for Nomination

One (1) month prior to the AGM, the President shall call for nominations for terminating positions on the Board of Directors by the Members of OVLC. 

Board of Directors – Procedure for calling a meeting

Notice of the date, venue and timetable of a meeting of the Board of Directors shall be given to the Directors at least one (1) month prior to the meeting, together with details of the Agenda items as known at that time. The Board of Directors will meet at least six times per year. 

Board of Directors – Replacements

If a Director is prevented from completing his/her duties or if he/she resigns during the period between AGM, he/she will be replaced by the Director at-large. If no director at-large is available to take the vacant position the board of directors, by unanimous vote, may choose a current Regular member in good standing to act in the vacant position until the next AGM.

Board of Directors – Terms of Reference

President

  • Elected for a two (2) year term with option for reelection to multiple terms.
  • Chair of Board of Directors and General Assemblies.
  • Establishes the agenda for Board of Directors meetings and the AGM. 
  • Ensures the board adheres to the OVLC's By-laws and Constitution. 
  • Calls for all AGM and extraordinary general meetings.
  • Coordinates the strategic direction of the club and manages the business aspects of the club.
  • Represents the club with the City of Ottawa and other organizations. 
  • Provides an annual report to the AGM on the status of the OVLC.

Secretary

  • Elected for a two (2) year term with option for reelection to multiple terms.
  • Chair of Board of Directors and General Assemblies for business pertaining to communication.
  • Maintains minutes of all Board of Directors meeting and AGM. Provides minutes to Club members within thirty (30) day period of the AGM. 
  • Ensures communication between the Board of Directors and club members is maintained through regular updates, news letters, and the update of other club electronic mediums. 
  • Assist President in overseeing the general affairs of the OVLC.
  • Assist membership in general.
  • Provides an annual report to the AGM on club Communication

Treasurer

  • Elected for a two (2) year term with option for reelection for multiple terms.
  • Chair of Board of Directors and General Assemblies for business pertaining to Finance and Membership.
  • Coordinates all club financial dealings. Creates and executes the Yearly Budget. 
  • Maintains the club membership lists and assists other positions with membership-related queries. Creates and executes the Yearly Membership Program.
  • Provides an annual report to the AGM on club Finances and Membership.

Lifeguarding Chair

  • Elected for a two (2) year term with option for reelection for multiple terms.
  • Chair of Board of Directors and General Assemblies for business pertaining to Lifeguarding.
  • Coordinates and sets the strategic direction for technical competitions, training, and trips. Creates and executes the Yearly Lifeguarding Program, coordinates coaches for training sessions, and manages competition registration and logistics.
  • Provides an annual report to the AGM on the Lifeguard Yearly Plan. 

Lifesaving Chair

  • Elected for a two (2) year term with option for reelection for multiple terms.
  • Chair of Board of Directors and General Assemblies for business pertaining to Lifesaving.
  • Coordinates and sets the strategic direction for physical competitions, training, and trips. Creates and executes the Yearly Lifesaving Program, coordinates coaches for training sessions, and manages competition registration and logistics.
  • Provides an annual report to the AGM on the Lifesaving Yearly Plan.

Council of Officers

The Board of Directors shall create and dissolve a council of officers as work loads warrant. These individuals will operate committees that will report to the Board of Directors as deemed necessary. Each committee will have a chair appointed by the board, the chair may in turn create a committee of any size they deem necessary. In the event the board removes the chair or dissolves the committee, the committee members are automatically dissolved.

 

Voting

Voting – General Provisions

Any vote relating to a person (s) may be effected by secret ballot.

A secret ballot may be request on any decision by any individual entitled to vote on that decision. The request for a secret ballot by any individual be sufficient to require a secret ballot.

Blank ballots and null & void ballots are not taken into consideration for the balance of the required majority.

Voting – Majority

Amendments to the Constitution and/or Bylaws require a 2/3 majority of the Members who vote. Addition to the Bylaws requires a 2/3 majority of members who vote.

Dissolution of the OVLC requires a majority of ¾ of the Members who vote with voting rights.

Voting on all other matters of OVLC requires a simple majority decision of the Members with voting rights who have submitted or caste a vote.

Voting – General Assemblies

The OVLC President shall have a vote only in the case of a tie, in which case his/her vote shall be the deciding vote. The remaining directors do have a vote.

Voting – Board of Directors Meetings

All members of the Board of Directors including the President have a vote. In the case of a tie, the chair shall have a second and deciding vote.

Voting – Committees

All committee members including the chair have one vote. In the case of a tie, the chair of the meeting shall have a second deciding vote.

Voting – Postal Ballot

Postal (facsimile, email or mail) ballots are allowed for all matters including the dissolution and distribution of assets of OVLC. 

 

Finance

Finance – Resources of OVLC

OVLC derives financial resources from:

An annual membership fee paid by members.

Gifts, donation or subsidies

Operations or activities decided on by the Board of Directors

Finance – Accounting Procedures

The financial statements shall be prepared annually by the 31th October of each year following the close of the financial year. The treasurer shall prepare the financial statements. All financial statements and activities may be audited annually. 

The treasurer shall post the financial statements to the Board of Directors by the 30th of November. Following its adoption by the Board of Directors, the financial statements shall be distributed to all members, not later than December 31st.

Acceptance of sponsorship, gifts, donations and subsidies shall be subject to ratification by the Board of Directors.

 

Equipment

Club-Provided

The club will provide introductory-level paddleboards/surf skis/ski paddles, obstacles, rescue tubes, manikins, line throw ropes, and spine boards

Member-Provided

Individuals will provide their own fins, racing paddleboards, racing skis, racing paddles, first aid kits, goggles, caps, surf caps, uniforms

 

Uniforms

OVLC members are expected to be in club uniforms when representing the club at events.

The club will order caps, surf caps, t-shirts and bathing suits as required.

 

Teams

Teams competing under OVLC can either be formed directly by the coaching staff or by the members with the guidance of the coaching staff.

OVLC members do not have to compete with OVLC teams if:

  • OVLC teams are not participating at a given competition
  • OVLC teams do not have space for the individual
  • There is a compelling reason approved by the OVLC board
  • The competition is not open to public clubs (i.e. university champs)

In general OVLC team names should:

  • Include the prefix “OVLC:”
  • Not endanger or embarrass the club or sport
  • Reflect the unique character of the team

 

Travel/Tours

Policies for athlete/club travel

Written consent from athletes under the age of 18 must provided to the tour coordinator before being allowed to participate in a tour/trip. (see Annex D for a Parental Consent Form)

OVLC members are expected to behave themselves in an appropriate manner at all times.

Payment of Fees

Members wishing to participate in a club-organized tour must pay for their tour, in full, as outlined by the tour coordinator. Failure to meet deadlines will result in non-participation.

 

Code of Conduct

OVLC’s code of conduct has two key tenants:

  • The first is that at no time shall you do anything that might put you or anyone else in danger, or reasonable fear of danger.
  • The second is that you are expected to act courteously and professionally to everyone involved with competitions and events, including but not limited to other athletes, teammates, officials, and the public.

This code of conduct is applicable at any competition or event, whether the member is representing OVLC or another club.

 

Harassment/Protest Policy

Harassment: OVLC members are expected to report any actions, direct or indirect, physical or verbal, which cause discomfort to themselves or to others (club members or otherwise) immediately to a member of the board. Often through quick identification and resolution of these issues the effects can be corrected.

In cases of Harassment:

  • Report of harassment is made in writing to a Board Member by the reporting party
  • Board will meet to discuss the issue as quickly as possible
  • Board will intervene at the earliest possible moment and will take appropriate action to alert the harassing party of the issue and will prescribe some sort of resolution
  • Board will provide a written account of their initial meeting, the intervention, and the resolution for the reporting party

Protest: Members who feel that the club has acted in a manner not in keeping with written rules, policies, or processes may file a protest to have the decision reviewed.

In cases of Protest:

  • Notice of Protest is made in writing to a Board Member by the reporting party 
  • Board will meet to discuss the issue as quickly as possible
  • Board will review the situation and will rule on the validity of the Protest
  • If the Protest is denied a written response will be prepared and delivered to the Reporting Party
  • If the Protest is upheld a written response will be prepared and delivered to the Reporting Party and a notice will be provided to all members outlining the issues and the resolution.