CONSTITUTION OF FIELD HOCKEY BC
The name of the society is “Field Hockey BC”
The purposes of Field Hockey BC are:
To foster, promote and encourage the development and organization of field hockey within the Province of British Columbia, from the recreational level of participation through to the pursuit of excellence.
To develop, promote and administer programs that encourage the development of the sport of field hockey for players, coaches, umpires and volunteers within the Province of BC.
To make, maintain and enforce rules and regulations for the control and governance of Field Hockey in British Columbia.
To be the official British Columbia representative at meetings of Field Hockey Canada, and to provide a liaison between Field Hockey Canada and the players, coaches, officials and volunteers in British Columbia who are involved in the game of field hockey.
BY-LAWS OF FIELD HOCKEY BC
Part 1. INTERPRETATION
1.1 In these By-laws, unless the context otherwise requires:
1.1.1 “Society” means Field Hockey BC.
1.1.2 “Society Act” means the Society Act of British Columbia from time to time in force, and amendments to it.
1.1.3 “Board” refers to the Board of Directors of the Society.
1.1.4 “Director” means an individual member of the Board of Directors.
1.1.5 “Member” refers to any team or individual who is a member in good standing, in accordance to the current Bylaws of the Society.
1.1.6 “Executive Director” refers to the Executive Director of the Society.
1.2 Words importing the singular include the plural and vice versa.
Part 2. MEMBERSHIP
2.1 Categories of Membership:
Field Hockey BC shall have ten membership categories, three of which shall be voting memberships and seven of which shall be non-voting memberships.
2.1.1 Voting Members
- a) Senior Player.
b) Junior Player, players under 13 and Under 18 as of January 1 in any playing season.
c) Associate Member.1.2 Non-Voting Members
- a) Junior Affiliate Member (U10 and Under), players under 10 as of January 1 in any playing season.
b) Junior Affiliate Member (U12 and Under), players under 12 as of January 1 in any playing season.
c) Junior Affiliate Coach/Official
d) Club Coach/Official
e) School Coach/Official
f) School Only Affiliate Member
g) Honorary members shall be those individuals inducted into the Society as Honorary members by resolution at a general meeting. They shall be members for life, unless removed in accordance with 2.3.2.
2.2 Responsibilities of Membership:
2.2.1 Membership for all voting memberships and non-voting memberships is by annual application to the Board of Directors. The Board may choose to decline membership status with stated reasons.
2.2.2 To remain in good standing in the Society, it shall be the duty of each member to pay the membership fee.
2.2.3 Every member shall uphold the Constitution of the Society and comply with these Bylaws.
2.2.4 Every member shall comply with the Policies and Procedures of the Society.
2.3 Termination of Membership
A voting or non-voting member, school or associate member shall cease to be a member of the Society
2.3.1 by delivering the resignation from an authorized signatory of a member or school, in writing to the President of the Society, or
2.3.2 by delivering his/her Associate Member resignation in writing to the President of the Society; or
2.3.3 if an individual, on his/her death, or
2.3.4 by reason of expulsion as outlined in 2.4
2.3.5 upon completion of the membership term.
2.4 Expulsion from Membership
A voting or non-voting member may be expelled from the Society by a special resolution of the members passed at a general meeting.
2.4.1 The notice of special resolution for expulsion must be accompanied by a brief statement of the reason or reasons for the proposed expulsion.
2.4.2 The person who is the subject of the proposed resolutions for expulsion shall be given an opportunity to be heard at the general meeting before the special resolution is put to a vote.
2.4.3 The special resolution shall include the date, if any, that the individual may re-apply for membership in the Society.
Part 3. GENERAL MEETINGS
3.1 Timing and Notice of General Meetings:
3.1.1 General meetings shall be held in British Columbia at such time and place, in accordance with the Society Act, as the directors decide.
a) The Annual General Meeting shall be held annually in the calendar month of February.
3.1.2 Any general meeting, other than listed in 3.1.1, is an extraordinary general meeting.
3.1.3 An extraordinary general meeting shall be convened at the direction of the Directors, or upon request to the Directors by ten percent (10%) of the total available votes registered in the Society.
3.1.4 Fourteen (14) days written notice of a general meeting shall be given, specifying the place, the day and the hour of meeting, the meeting agenda, and, in case of special business the general nature of that business.
3.1.5 The accidental omission to give notice of a meeting to, or the non-receipt of a notice by, any of the members entitled to receive notice does not invalidate proceedings at that meeting.
3.2 Voting at General Meetings:
3.2.1 Each Senior Playing Member, Junior Playing Member (Under 13 to Under 18) and Associate Member shall have one vote each. Votes may be cast on behalf of other members via proxy but no one person is able to carry more than 36 votes. Proxy votes are subject to the completion of a proxy form and adherence to the submission requirements. Junior members under the age of 18 must designate a senior member in good standing, who must be over 18 years of age, to vote on their behalf.
3.2.2 Each Director shall have one (1) vote. If a Director is also an Associate Member, they shall cast only one (1) vote.
3.2.2.1 Notwithstanding 3.2.2, the Chairperson of the general meeting does not cast a vote while presiding over the meeting.
3.2.3 Members must be properly registered as members of the Society on January 31st of the membership year in order to be eligible to vote at an Annual General Meeting. Members must be properly registered as members of the Society at least twenty-one (21) days prior to the date of any other general meeting, to be eligible to vote at that meeting.
3.2.4 Any vote may be cast by proxy. At least 15 minutes prior to the published start of the meeting, the duly completed proxy form shall be registered with the meeting secretary. No one person shall carry more than 36 votes at a General Meeting.
3.2.5 All individuals carrying team or individual votes in person must register with the meeting secretary at least 15 minutes prior to the published start of the meeting.
3.2.6 Voting is by show of hands, unless the members otherwise decide.
3.2.7 A quorum for the transaction of business at General Meetings of the Society shall be three percent (3%) of total available votes registered in the Society, plus a minimum of four (4) Directors of the Society.
3.2.8 If at any time during a general meeting there ceases to be a quorum present, business then in progress must be suspended until there is a quorum present or until the meeting is adjourned or terminated.
3.2.10 If within 30 minutes from the time appointed for the general meeting, a quorum is not present, the meeting, if convened on the requisition of members, must be terminated, but in any case, it must stand adjourned to the same day in the next week, at the same time and place, and if, at the adjourned meeting, a quorum is not present within 30 minutes from the time appointed for the meeting, the members present represent a quorum.
3.2.11 The President, Vice President or, in the absence of both, one of the other Directors present must preside as chair of the general meeting.
3.2.11.1 Notwithstanding 3.2.11, if at a general meeting there is no President, Vice President or other Director present within 15 minutes after the time appointed for holding the meeting, or if the President and all other Directors present are unwilling to act as Chairperson, the members present must choose one of their number to be the Chair.
3.3 Business Conducted at General Meetings
3.3.1 Annual General Meeting
At the Annual General Meeting, the business of the meeting shall include:
a) reports from Directors
b) presentation of the audited financial statement,
c) the election of Directors
d) The appointment of the auditor,
e) Membership fees for the following membership year
Any other items of business for which a formal vote is to be taken shall be included in the notice of meeting, and no other topic shall be presented for a formal vote without fourteen (14) days written notice.
Part 4. DIRECTORS AND OFFICERS
4.1 The Board of Directors
4.1.1 There shall be nine Directors of the Society. The Directors shall be President, Vice President, Finance, Coaching, Umpiring, Domestic Programs, Marketing, Athlete Programs, and Business Development.
4.1.2 Directors are elected for two (2) year terms. Five Directors shall be elected one year, and four Directors elected the following year.
a) The President and the Directors of Finance, Coaching, Umpiring and Business Development shall be elected one year.
b) The Vice President and Directors of Marketing, Domestic Programs, and Athlete Programs shall be elected the following year.
c) The President may only serve for a maximum of three consecutive terms.
4.1.3 Directors must be registered members of the Society.
4.1.4 Nominations must be received two weeks prior to the Annual General Meeting. No nominations will be accepted from the floor.
4.2 The Executive
The President, Vice-President, Finance Director and one “other” Director shall be officers of the Society. The Officers shall be called the Executive.
4.2.1 The “other” Director on the Executive is appointed by the Board of Directors. The term on the Executive for the “other” Director is one year. The position may be filled by re-appointment.
4.3 Resignation or Removal of Directors
4.3.1 A Director may resign his/her position by submitting a letter of resignation to the President. The President may submit a letter of resignation to the Vice President. The Board may then appoint a new Director to fill the vacancy to the end of the term for that position, except for the position of President. The Vice president automatically fills a vacancy in the Presidency, and the Board then fills the vacant Vice President position.
4.3.2 The Members may, by Special Resolution, remove a Director before the expiration of his/her office, and may elect a successor to serve to the next annual meeting. A Director may be removed from office for:
a) dereliction of duty, or
b) non-compliance with the Constitution and Bylaws of the Society or the Policies & Procedures of the Society, or
c) suspension of playing privileges or expulsion from membership by any field hockey team or league within British Columbia, or
d) any situation that, in the opinion of the membership, embarrasses or negatively affects the Society.
4.4 Meetings of the Board of Directors
4.4.1 The Board of Directors shall meet a minimum of four (4) times per year at such time and place as they choose, to conduct business, adjourn and otherwise regulate their meetings and proceedings as they see fit.
4.4.2 A quorum shall be a majority of Directors then in office.
4.4.3 The President shall chair all meetings of the Directors. If the President is not present, the Vice President shall chair the meeting.
4.4.4 The chair does not vote at meetings of Directors.
4.4.5 Meetings of Directors may be conducted in person, by media conference or a combination thereof.
4.5 Meetings of the Executive
4.5.1 The Executive shall meet from time to time and at such place as they choose, to conduct business, adjourn and otherwise regulate their meetings and proceedings as they see fit.
4.5.2 A quorum shall be at least three (3) Executive members.
4.5.3 The President shall chair all meetings of the Executive. If the President is not present, the Vice President shall chair the meeting.
4.5.4 The chair does not vote at meetings of the Executive.
4.5.5 Meetings of the Executive may be conducted in person, by media conference or a combination thereof.
Part 5. DUTIES AND POWERS OF DIRECTORS
5.1 The Directors may exercise all such powers and do all such acts and things as the Society may exercise and do, and which are not excluded by these by-laws or statute or otherwise lawfully directed or required to be exercised or done by the Society in general meeting, but subject, nevertheless, to the provisions of
5.1.1 All laws affecting the Society;
5.1.2 These by-laws; and
5.1.3 Rules, not being inconsistent with these by-laws, which are made from time to time by the Society in general meeting.
5.2 A rule made by the Society in a general meeting, does not invalidate a prior act of the Directors that would have been valid if that rule had not been made.
5.3 Specific duties of the Directors are in the Society’s Policies and Procedures, but within the context of the Bylaws of the Society,
5.3.1 The President shall:
a) preside at all meetings of the Society and of the Directors unless the directors otherwise decide,
b) be the Chief Executive Officer of the Society and supervise the other Directors in the execution of their duties,
c) supervise the staff in the execution of their duties
d) act as the Society’s spokesperson
e) perform other tasks as may be assigned by the Board or Executive from time to time.
5.3.2 The Vice President shall carry out the duties of the president during his/her absence, and other tasks as may be assigned by the Board or Executive from time to time.
5.3.3 The Finance Director shall
a) Ensure that appropriate financial records, including books of account, are kept by the Society, as are necessary to comply with the Society Act;
b) Ensure that financial statements are distributed to the Directors, members and others when required.
c) Undertake additional tasks as may be assigned by the Board or
Executive from time to time.
5.3.4 The other Directors will be responsible for their specific portfolio as outlined in the Society’s Policies and Procedures, and shall undertake tasks as may be assigned by the Board or Executive from time to time.
5.4 The Executive, on behalf of the Board of Directors, shall supervise the day-to-day operations of the Society and undertake tasks as assigned to it by the Board of Directors. The Executive shall act as an emergency committee if need be.
5.5 The Board of Directors may, from time to time and in their discretion, hire full-time and/or part-time staff to work for the Society in such capacity as the Board sees fit.
Part 6. COMMITTEES OF THE SOCIETY
6.1 Standing Committees
Standing Committees shall be struck to conduct the business of the Society. The composition, terms of committee office, scope of responsibility and jurisdiction of each committee shall be limited and outlined in the Operating Policies and Procedures of the Society.
The Standing Committees of the Society are:
6.1.1 Coaching Committee: to be chaired by the Director of Coaching
6.1.2 Domestic Programs Committee: to be chaired by the Director of Domestic Programs
6.1.3 Athlete Programs Committee: to be chaired by the Director of Athlete Programs
6.1.4 Nominations Committee: to be chaired by the Vice President
6.1.5 Umpiring Committee: to be chaired by the Director of Umpiring
6.2 Ad Hoc Committees
The Board of Directors may, from time to time, strike Ad Hoc Committees to undertake specific tasks or pieces of business.
The Ad Hoc Committee:
6.2.1 shall report to the Board through a designated Director,
6.2.2 shall have committee members from inside or outside of the Society membership, as if required by the task in question, and
6.2.3 will be dissolved upon completion of the assigned task, or the next Annual General Meeting, whichever comes first.
Part 7. REMUNERATION
No Director or officer shall be remunerated for being or acting as a Director or officer but a Director or officer may be reimbursed for all expenses necessarily and reasonably incurred by him/her while engaged in the affairs of the Society.
Part 8. CUSTODY AND USE OF THE SEAL
The Directors may provide a common Seal for the Society and from time to time may destroy the seal and substitute a new seal in its place. The common seal shall be affixed only when authorized by a resolution of the directors and then only, in the presence of the persons prescribed in the resolution, or if no persons are prescribed, in the presence of the president and vice-president.
Part 9. BORROWING
The Directors may, on behalf of and in the name of the Society, exercise all the powers of the Society to borrow or raise or secure the payment of money, in such manner and form, and in such amounts and upon such terms as they consider appropriate. No Debenture shall be issued without the sanction of a Special Resolution.
Part 10. ACCOUNTS & AUDIT
10.1 The fiscal year of the Society shall commence September 1 of each year and end of the last day of August of the following year.
10.2 The accounts and books of the Society shall be examined once a year by an
auditor appointed at the Annual General Meeting of the Society.
10.3 The Signing Officers for the Society shall be the President, Vice President, the Director of Finance and the Executive Director, with any two of four signatures being required.
Part 11. PARLIAMENTARY AUTHORITY
Any matter or order or procedure respecting meetings of the Society for which express provision has not been made in the Bylaws, or for which only partial provision has been made, shall be determined, whenever possible, in accordance with the latest edition of Roberts Rules of Order.
Part 12. THE CONSTITUTION AND BYLAWS
12.1 On being admitted to membership, each member is entitled to, and the Society
must make available without charge, a copy of the Constitution and Bylaws of the Society.
12.2 The Constitution and Bylaws of the Society may be altered or added to by Special Resolution at any General Meeting of the Society, with the support of a 2/3rd registered vote at the general meeting.
12.3 The purposes of the society shall be carried out without purpose of gain for its members and any profits or other accretions to the society shall be used for promoting its purposes. This provision was previously unalterable.
12.4 In the event of the dissolution of the Association, funds and assets of the Association remaining after the satisfaction of its debts and liabilities, shall be given or transferred to such organization or organizations promoting interest in or development of the game of field hockey, as may be determined by the members of the Society at the time of dissolution provided that such organization or organizations shall be a registered society recognized by Revenue Canada Taxation as being qualified as such under the provisions of the Income Tax Act of Canada from time to time in effect. If effect cannot be given to the aforesaid provisions then such funds shall be given or transferred to some organization or organizations promoting interest in or development of some other amateur athletic endeavor. This provision was previously unalterable.
Amended 8 June 2007
Amended 21 November 2009
Amended 22 February 2014
Amended 18 February 2017