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Highlands Lawn Bowling Club
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Bylaws of the Highlands Lawn Bowling Club


ARTICLE I — PREAMBLE

1.1 The Society 

The name of the society is Highlands Lawn Bowling Club incorporated under the laws of The Societies Act under Alberta Consumer and Corporate Affairs, originally filed July 15th 1993. 

1.2 The Bylaws 

The following articles set forth the Bylaws of Highlands Lawn Bowling Club.


ARTICLE II – DEFINING TERMS USED

2.1 Definitions:

2.1.1 Highlands Lawn Bowling Club is hereafter referred to as the Club.

2.1.2 The Board of Directors is comprised of elected and appointed members referred to as the Board.

2.1.3 The Executive is a committee of board members comprised of the President, Secretary, Treasurer and Vice President.

2.1.4 Annual General and Spring General meetings involve all the members of the club.

2.1.5 Board meetings involve board members and invited guests.

2.1.6 Special meetings refer to general meetings called for a specific purpose and require an identified agenda.


ARTICLE III — MEMBERSHIP

3.1 Membership Classification

There are two classifications of members:

3.1.1 Full membership which is open to anyone residing in Alberta upon full payment of the appropriate membership fee to the Club.

3.1.2. Life Membership which is an honour given to a member for meritorious service to the Club and entitles that member to full membership for life without payment of fees.


3.2 Membership fees

3.2.1. Annual Fees shall be determined from time to time by the members at a general meeting.  Any person under the age of 18 years wishing to be a member shall pay 50% of the set fee.

3.2.2. Annual membership fees will be paid with a completed registration form. 


3.3 Rights and privileges of members:

3.3.1 Members in good standing are able to participate in the activities of the Club, speak at all meetings, vote at general meetings and receive notice of all general and special meetings.


3.4 Membership year

3.4.1 The membership year is May 1st to April 30th.


3.5 Resignation and termination:

Any member wishing to withdraw from membership may do so by filing a written resignation with the secretary.  Resignation shall not relieve a member of unpaid fees, or other charges previously accrued.  A member can have their membership terminated for any cause which the Club may deem reasonable by a majority vote of the membership at a special meeting.


ARTICLE IV — MEETINGS OF MEMBERS

4.1 General Meetings

4.1.1 Notification of Meetings

Notification of all General Meetings shall be made to each member at the last known address not less than 21 days prior to the meeting.

4.1.2 Quorum

Three Board members and 20% (twenty percent) or ten members in good standing, whichever is the lesser, shall constitute a quorum at general meetings.

4.1.3 Voting

All issues to be voted on shall be decided by a simple majority of those members in good standing casting a ballot, in person only, at the meeting, unless the meeting is for a special resolution to change the bylaws or objects of the Club which require the approval of 75% of attending members.


4.2 Annual General meeting 

4.2.1 Date

An Annual General Meeting of all the members shall take place on or before October 30th, each year.  Specific date, time and location will be designated by the President.

4.2.2 Agenda

At the Annual General Meeting the members shall elect directors and officers and receive reports on the activities and finances of the Club.


4.3 Spring General Meeting

4.3.1 Date

A general meeting of all the members shall be held in the spring, at a time and place designated by the President.  The Spring Meeting should have an agenda that includes presentation of a budget and the projected activities of the Club for the coming Lawn Bowling season.


4.4 Special General Meetings

4.4.1 Special Meetings

Special Meetings may be called by the President, a simple majority of the board of directors or a petition signed by 20 percent of members in good standing.

4.4.2 Agenda

Special Meetings will be called for one specific purpose only which will be identified in the notice of the meeting.

4.4.3 Notification of Special Meetings

Notification of all Special Meetings shall be made to each member at the last known address by mail or e-mail not less than 21 days prior to the meeting.

4.4.4 Quorum at a Special Meeting

Three Board members and 20% (twenty percent) or ten members in good standing, whichever is the lesser, shall constitute a quorum at special meetings.

4.4.5 Voting at a special Meeting

A special resolution to change the bylaws or objects of the Club requires the approval of 75% of attending members.


ARTICLE V — GOVERNANCE OF THE CLUB

5.1 Board of Directors

5.1.1 Powers and Duties of the Board

The Board governs and manages the affairs of the Club as stated in the Societies Act.

The powers and duties of the Board include:

a. Promoting of the objects of the Club;

b. Promoting membership in the Club;

c. Maintaining and protecting the assets and property of the Club;

d. Approving an annual budget for the Club;

e. Managing the financial operations of the Club;

f. Making policies for managing the operations of the Club;

g. Approving contracts for services to the Club;

h. Maintaining all accounts and financial records of the Club;

i. Appointing legal counsel as necessary. 

5.1.2 Board Composition

The Board consists of: the President, Vice President, Secretary, Treasurer and four (4) Directors.

5.1.3 Term of Office

5.1.3.1 All members of the Board shall be elected for a two year period.

5.1.3.2 All board members are eligible for re-election in the same position for up to two consecutive terms.

5.1.3.3 Elected board members take office after the adjournment of the Annual General Meeting in which they were elected.

5.1.4 Vacancies

5.1.4.1 When a vacancy on the Board exists mid-term, the Board can appoint a member in good standing.

5.1.4.2 Mid-term appointments will be elected for the remaining term of the position at the next general meeting.

5.1.5 Resignation, termination, and absences

Resignation from the board must be in writing and received by the Secretary.  Board members may be terminated from the board due to more than three consecutive unexcused absences from board meetings in a year. 

5.1.6 Meetings and Notice of Meetings

5.1.6.1 The Board shall meet at least four times a year.

5.1.6.2 Board members should have at least 21 days’ notice of the board meetings but may waive notice.

5.1.6.3 All meetings of the Board are open to club members but only elected or appointed board members may vote.

5.1.7 Election procedures

A Nomination Committee shall be responsible for nominating prospective board members. However any member present may be nominated from the floor in the Annual General Meeting by a member in good standing. 

5.1.8 Officers and Duties

The President shall supervise and direct the affairs of the club, be ex-officio a member of all committees and shall when present preside at all meetings of the Club and of the Board and represent the Club in all dealings with third parties.

The Vice President shall take the place of the President, in absentia, and have all the rights and powers of the President and shall chair committees on special subjects as designated by the board.

The Secretary shall be responsible for correspondence, keeping records of board actions, including overseeing the taking of minutes at all board and general meetings, sending out meeting announcements, distributing copies of minutes to each board member and assuring that club records are maintained.

The Treasurer shall be responsible for the financial functions of the Club, shall report at each board meeting, assist in the preparation of the budget, help develop fundraising plans, and make financial information available to members and funders.

5.2 Finance and Auditing

5.2.1 The books, accounts and records of the Secretary and Treasurer shall be audited at least once each year by a duly qualified accountant or by two members of the society elected for that purpose at a General Meeting.  A complete and proper statement of the standing of the books for the previous year shall be submitted by such auditor at the Annual General Meeting of the Club.  5.2.2 The fiscal year of the Club ends on March 31st of each year.

5.2.3 Any member wishing to inspect the books or records of the Club must give not less than 10 days’ notice to the President of their intent to do so.

5.2.4 Board members shall not receive compensation for administering the affairs of the Club, other than reasonable expenses incurred carrying out activities for the Club.

5.2.5 For the purpose of carrying out its objects, the Club may borrow or raise or secure the payment of money in such manner as the club thinks fit and in particular by the issue of debentures, but this power shall be exercised only under the authority of the Club, and in no case shall debentures be issued without the sanction of a Special Resolution of the Club.


ARTICLE VI — COMMITTEES

6.1 Standing Committees

There are four standing committees, Grounds and Equipment, Communications and Membership, Social, and Programming.  Each committee will be chaired by a director and will report to the board.

6.1.1 Grounds and Equipment committee

The Grounds and equipment committee makes recommendations about the management of the greens, the area surrounding the greens and any equipment involved.  The committee oversees communication with the greens keeper and any contracted service providers or volunteers involved with the grounds or equipment maintenance.

6.1.3 Communications and Membership Committee

The Communications and Membership committee will communicate with members as requested by the board and manage membership registration and membership lists.

6.1.4 Social Committee

The social committee will organize the social needs of the club including planning meals, snacks and/or drinks needed for events held at the club venue.

6.1.5 Programming Committee 

The programming committee will liaise with other lawn bowling clubs and the Lawn Bowling Association of Alberta to prepare a plan for the season of lawn bowling activities.

ARTICLE VII — AMENDING the BYLAWS

7.1 Bylaw changes

7.1.1 Bylaws may be cancelled, altered or added to by a Special Resolution at any General Meeting or Special General Meeting of the Club.

7.1.2 Details of the proposed resolution to change the Bylaws must be included in the twenty-one (21) days’ notice of the meeting.

7.1.3 The amended Bylaws take effect after the approval of the Special Resolution at the meeting and when accepted by the Corporate Registry of Alberta.

ARTICLE VIII — DISTRIBUTION of ASSETS and DISSOLVING the CLUB

8.1 Distribution of Assets

8.1.1 The Club does not pay any dividends or distribute its property among its Members.


8.2 Dissolving the Club 

8.2.1 If the Club is dissolved, after all debts are paid, any funds or assets remaining go to a registered and incorporated charitable organization or a society which has similar objectives.  Members select this organization by Special Resolution. In no event do any members receive any assets of the Club.

Highlands Lawn Bowling Club                                               

Policy and Procedures

July 2017

 

The purpose of the policy and procedures document is to ensure that the operational activities of the HLBC are undertaken in accordance with the club Bylaws, the LBAA and the Alberta Societies Act, and that club activities are managed in a clear and consistent manner. 

 

The Club activities include:


Signing authority

Four board members (President, Treasurer, Secretary and one Director) will be designated as signing authorities.  Transactions require a minimum of two signatures.


Accessing the facility – assignment of passcodes and keys

 

The Highlands Community League assigns the code for the club room.  All board members have the passcodes and access to the keys for the club room, gate, and storage sheds.  Passcodes are given to board members at the spring board meeting.  The greenskeeper also has passcodes and keys.   Duplicate keys are kept in the locker. 

 

Organizing jitneys (social bowl)

Programming will be organized by the Board at the start of each season.  Members participate on an ad hoc basis, and teams are formed through a draw.  Any member can be the drawmaster. 

 

Setting Fees

Membership fees for juniors

Fees for junior members (up to age 18) are addressed in the HLBC Bylaws, Article 3.1.1


Guest Fees

Guests are welcome at the HLBC.  A nominal fee per session applies.

 

Registering members with Lawn Bowling Association of Alberta (LBAA)

 

HLBC members complete membership forms and pay fees to the HLBC.  The HLBC ensures that its members are also members of the LBAA.  One copy of the completed membership form is for the member, one copy is for the HLBC Treasurer, and one copy is for the HLBC Secretary.  The Secretary enters the members in the LBAA online membership data base.  The Treasurer remits the HLBC club fee and the per member fee to the LBAA.    Secondary members are not required to pay the LBAA portion of the fee.

 

Lending lawn bowls and other equipment

1.      Use of club bowls by HLBC members

Fully paid up members shall have use of the club bowls during the operating season for all jitneys, lessons, practices and special events held at the Club greens.

Use of bowls by members shall be on a first-come first-served basis and no member shall consider a set of bowls for their exclusive use.

All bowls are to be returned to the racks after each use, unless on loan as outlined in section 2 – Loan of Bowls to Members.

All bowls will be inventoried at the end of September and must therefore be in the racks at that time.

 

2.      Loan of bowls to HLBC members

A member may have a set of bowls on loan for a maximum of 4 days for the purposes of interclub events or competitions. Members are responsible for the bowls, and must replace the bowls in the event that they are lost.

If a member visits another club for casual bowling, that member is required to use the bowls provided at the club they are visiting.

Bowls will not be loaned out over the winter – any member participating in another club during that time is required to use the bowls provided by that club or purchase their own set.

A member of the HLBC Board must authorize the sign out of bowls on loan.

 

3.      Procedure to sign out bowls

A member is required to ask a Board Member to sign out the bowls they wish to have on loan.

The tray from the bowls is to be returned to the rack, so the member borrowing bowls will need to bring a sturdy bag in which to carry the bowls.

The Board Member will fill in the form in the sign out book with all the required information, including return date (4 days from sign out date).

On return the member will ask a Board Member to verify their return, sign the bowls back in and return them to the appropriate tray in the racks.

If, due to extenuating circumstances, the member is unable to return the bowls on time, they must contact a Board Member or have another member of the Club return them on their behalf.

 

Any exceptions to the above must be approved by the Board.

 

 

Renting the bowling green and equipment

 

The Highlands Lawn Bowling greens can accommodate 56 bowlers for family, corporate or school event.  The following are included in the rental:

 

·         Use of equipment, including bowls for each player

·         Introduction to the game and how to play it

·         Access to indoor space, washrooms and outdoor patio

·         Assistance from club volunteers

 

The club does not have catering facilities; however, renters are welcome to bring picnics, snacks and refreshments.

 

All bowlers are required to wear flat-soled shoes, such as running shoes, skate shoes, or flat sandals.

Dress is casual – whites are not required.

 

Bookings are subject to availability of greens and volunteers. Bookings are made by completing and submitting the form on the club website.

 

 

Managing club records

 

The Secretary maintains copies of meeting minutes, HLBC policy and procedures, photos, and membership lists.  The Treasurer maintains all financial records including the inventory of equipment owned, greenskeeper job description, and contracts.  Hard copies of all documents should be kept in the club room filing cabinet (locked).

 

Protecting the privacy and confidentiality of members

The Board will not release the personal information of any member without that individual’s permission.  Private and personal information discussed by the Board will not be shared. Members’ personal information is stored in a locked cabinet.  Appropriate security measures will be used when destroying records, including shredding paper records and permanently deleting electronic records.

 

Ensuring that board members are not in a ‘conflict of interest’ position

The Board will not hire members to undertake club work.  No board member will make a decision which advantages them monetarily.   

 

Hiring necessary expertise

Hiring needed expertise (eg greenskeeper, mechanic, etc) will be at the Board’s discretion. Board members (in their roles on the subcommittees) will do the research and bring the information to the Board for a decision.

 

Coaching program

The HLBC coaching program is at the discretion of the Board.  Coaching sessions are free to members.  Coaches are members of the HLBC who volunteer their expertise on designated coaching nights that are exclusive to members. New members are encouraged to participate in introductory lessons.


Coaches from other clubs may provide coaching sessions at the HLBC with permission of Board member(s).  Guest fees apply. Guest coaches may not use the greens during coaching sessions designated for HLBC members unless invited by the Board.

 

Invoicing procedures

The Treasurer will inform board members of the information required from vendors for payment.  Company name, company address, description of service or product, and total price are standard requirements.

 

Contributing financially to members’ participation in competitions and events 

 

The HLBC will provide financial assistance to members who wish to travel to competitions outside our jurisdiction, subject to the following:

1.      The individual is an active and primary member in good standing with HLBC.

2.      The member has qualified to participate in an outdoor lawn bowling tournament sanctioned by the National Lawn Bowling            body.

3.      The tournament to be participated in is being held more than 150 km from the City of Edmonton.

4.      The HLBC budget for assistance for travel will be limited to $3,000 per annum but the amount of financial assistance shall not exceed $500 for a single request and a member will be limited to one request per year.

5.      The participant member must complete an Alberta Gaming and Liquor Commission (AGLC) “Travel Itinerary Form” which is then to be signed by the President and Treasurer and submitted to the AGLC for approval before funds are released.  Financial assistance will only be available if funding is approved by AGLC and funds are available in the HLBC casino account.

 

Storing Personal Items

 

Lockers are available for HLBC members who wish to store their lawn bowling equipment at the club.  Members must bring their own lock.  The club is not responsible for loss or damage for any personal items stored on site at the HLBC grounds and buildings.

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