Article 1: Organization
Name
1.01 The name of the organization is the Archers
Association of Nova Scotia, hereafter known as
AANS.
1.02 In this constitution the expression “the
Board” means the board of directors of the AANS, the members
of which are elected as provided within the bylaws of the
organization.
Article 2: Purpose and
Activities
2.01 The purpose of AANS is to perpetuate,
foster, and direct the practice of archery in all its
forms.
2.02 The activities of the AANS are:
(1)
To encourage membership of all archers within Nova
Scotia;
(2) To adopt, interpret and enforce the rules
for the practice of competitive archery in all its forms in
compliance with the Federation of Canadian Archers (FCA)
rules;
(3) To hold annual tournaments for the purpose
of determining the championships of AANS;
(4) To act in
general as the governing body in all matters pertaining to
archery in the Province of Nova Scotia, and to act in close
collaboration with the affiliated clubs when the activities
take place in those clubs;
(5) To represent Nova
Scotia in all National aspects of archery; and
(6) To
assist the Bowhunters Association of Nova Scotia (BANS) in the
promotion of Bowhunting in Nova Scotia and follow the
lead/guidance of BANS in that aspect of
archery.
Article 3: Address of Society
3.01 The
postal address of the AANS shall be the postal address as set
by the Board. All governmental departments concerned, and all
affiliated clubs and individuals shall be informed of this
address.
Article 4: Membership and
Affiliation
4.01 The Board may grant membership to any
club, family and individual upon application and payment of
appropriate fees and dues.
4.02 The Board may grant
association affiliation to any archery association that makes
application subject to a simple majority vote by the
Board.
Article 5: Expulsion or Suspension
5.01
The Board will act according to the AANS Bylaws in regards to
suspension or expulsion of a club, family, member or
affiliate.
Article 6: Fees and Dues
6.01 The
Board shall establish all membership fees and dues at the
annual Board of Directors meeting.
6.02 Fees shall not
be effective until ratified and established by the
Board.
6.03 The host club of any provincial
championship tournament is responsible for collecting and
ensuring all shooters have paid their dues and fees. These
fees and dues will be forwarded to the AANS office 48 hours
following the event.
Article 7: Meetings
7.01
The AANS Annual General Meeting shall be held at a place as
may be most convenient to the greatest number of members
provided 60 days written notice is given to all
members.
7.02 The purpose of the annual general meeting
is:
(1) To provide information to the members of the
AANS; and
(2) For the members present to consider any
amendments to this constitution. All members must be notified,
in writing, of any constitutional changes 60 days prior to the
Annual General Meeting vote.
7.03 Special meetings may
be called by the president or at a request of the Board of
Directors.
Article 8: Board of Directors
8.01
The Board shall consist of members as stated in the AANS
Bylaws.
8.02 An affiliated club shall appoint a
replacement director to the Board, if the director previously
appointed by it is elected to an executive
position.
8.03 Each affiliated club shall send the
name, phone number, mailing and email address of the currently
appointed director to the provincial office.
8.04 No
director of AANS shall be liable for the acts, receipts,
neglects or defaults of any other director for damage or
expense happening with regards to AANS through the loss or
damage arising from the bankruptcy, insolvency or tortuous
acts of any person with whom any of the monies, securities or
effects of AANS shall be deposited, or for any loss occasioned
by any error of judgment or oversight on his part, or for any
other loss, damage or misfortune whatever which shall happen
in the execution of the duties of his office or in relation
thereto, unless the same are occasioned by his/her own wilful
neglect or default, provided that nothing herein shall relieve
any director of any liability imposed upon him by the Act.
Article 9: Election Procedure
9.01 The
election and terms of each office of the executive shall be
conducted in accordance with the AANS bylaws.
9.02
Voting by Proxy is authorized if conducted in accordance with
the AANS bylaws.
Article 10: Function of the Board of
Directors
10.01 The Board of Directors shall act in
accordance with the duties as stated in the AANS
Bylaws.
10.02 The Executive members may invite special
interest groups to speak during Board meetings.
This
constitution has been approved at the Annual General Meeting
of the AANS on November 18, 2007.
Lindsey Poehl
Archers
Association of Nova Scotia
Bylaws 2007/11/18
These are the bylaws
that complement the Constitution of the Archers Association of
Nova Scotia (AANS).
These bylaws do not supersede the constitution of AANS
but complement the document as the means of providing
operating guidance for the members of the
Association.
Article 1:
Name
1.01 The name of the
organization is the Archers Association of Nova Scotia,
hereafter known AANS.
1.02 In these
bylaws the expression “the Board” means the board of directors
of AANS, the members of which are elected as provided within
the bylaws of the organization.
Article 2: Purpose and
Activities
2.01 The purpose
of AANS is to perpetuate, foster, and direct the practice of
archery in all its forms by:
(1) to encourage the
membership of all archers within Nova Scotia by supporting the
various styles of archery at all levels of competition,
conventions and government
agencies;
(2) to encourage all
affiliate clubs to conduct competitions in accordance with
Federation of Canadian Archers (FCA) rules by offering advice
and assistance as requested by the
clubs;
(3) to hold annual
competitions in Indoor FITA, FITA, 3D and Field in order to
allow members to compete for championships in each
discipline;
(4) to be the
representative body for Nova Scotia at the National level
competitions and meetings; and
(5) to be the general body
pertaining to archery matters as providers of guidance and
interpretation of competitive rules, while acting in close
cooperation with the affiliate clubs conducting competitions
on behalf of AANS.
2.02 To
facilitate the application of the AANS Constitution with
annual reviews and presenting change to the General Membership
as well as the AANS Bylaws to the Board of
Directors.
Article 3: Address of
Society
3.01 The postal
address of the AANS shall be the postal address as set by the
Board.
All governmental
departments concerned, and all affiliated clubs, associations
and members shall be informed of this
address.
Article 4: Membership and
Affiliation
4.01 The Board
may grant membership to any club, family and individual upon
application and payment of appropriate fees and
dues.
4.02 The Board
may grant family membership to a family group, that makes
application on the forms provided by
AANS.
4.03 The Board
may grant club affiliation to any archery club that makes
application subject to a majority vote by the
Board.
4.02
The Board may grant association affiliation to any Nova
Scotia archery association that makes application subject to a
majority vote by the Board.
Article 5:
Expulsion or Suspension
5.01 The Board
may expel or suspend any member or affiliate whose conduct the
Board may deem to be detrimental to
AANS.
5.02 The
expulsion or suspension shall not take effect until that
member or affiliate has been notified by registered mail of
the reason for such action, and of the date, time and place of
an appeal hearing before the Board respecting the matter.
Article 6: Fees and
Dues
6.01 The Board
shall establish all membership fees and dues at the annual
Board of Directors meeting by a simple majority
vote.
6.02 Once fees
are ratified and established by the Board they will be
effective the following calendar
year.
6.03
Membership fees must be paid for the calendar year
prior to the start of a championship tournament. If the fees are not
paid prior to the start, the archer(s) will be placed in a
guest class and not be eligible for standing in any of the
categories.
Article 7: Meetings
7.01 The AANS
Annual General Meeting shall be held at a place, decided by
the Association President, as may be most convenient to the
greatest number of members provided 60 days written notice is
given to all members.
7.02 The purpose
of the annual general meeting is:
(1) To provide information
to the members of AANS;
(2) To provide a venue for
members of AANS to voice concerns and suggestions pertaining
to the operation of AANS and the conduct of the Board;
and
(3) To allow for the
members to consider any amendments to the AANS Constitution,
provided they were accessible for all members to review no
less than 60 days prior to the
meeting.
7.03
Special meetings may be called by the president or at a
request of a majority of the Board of Directors.
7.04 A quorum of
two thirds (2/3) of the affiliated clubs must be represented
by attendance or by proxy for all votes to be valid. The President shall
not vote unless required to break a
tie.
7.05 Only
members of the Board, and persons invited by the president may
attend meetings of the Board, may
invite one observer to any board meeting. Observers will not
be allowed to vote or speak unless they have received
permission from the President prior to the meeting.
7.06
The Executive members may invite special interest
groups to speak during Board
meetings.
7.07 All
meetings will be conducted in accordance with Roberts Rules of
Order.
Article 8: Board of
Directors
8.01 The Board
shall consist of an executive and one director appointed from
each affiliated club, according to their own rules and
constitutions, who is a member in good standing with AANS and
FCA.
8.02 The
executive shall consist of a President, Vice President,
Treasurer, and Secretary that shall be elected from amongst
the members of the board of directors present or observers
present that accept the nomination or any member of AANS in
good standing that sends in a letter indicating acceptance of
an executive position if nominated as well
as:
1. One Target Director
(elected by the Board);
2. One 3D Director
(elected by the Board); and
3. One Bowhunter Director
(Bowhunters Association of Nova Scotia (BANS) President or
Rep).
8.03 The Board
of Directors will also have:
1. One Athlete's
Representative (elected at the AGM by the athletes and members
of AANS;
2. One Webmaster (elected
by the Board of Directors);
3. One Newsletter Editor
(elected by the Board of Directors); and
4. One Membership and
Public Relations Officer (elected by the Board of
Directors).
8.04 The Board
of Directors will also have one director appointed from each
affiliated association.
8.05 An
affiliated club shall replace any director that is elected to
an executive position.
8.06 Each club
shall provide the name, address, phone number and if
applicable email address of the representative
director.
8.07 No director
of AANS shall be liable for the acts, receipts, neglects or
defaults of any other director for damage or expense happening
with regards to AANS through the loss or damage arising from
the bankruptcy, insolvency or tortuous acts of any person with
whom any of the monies, securities or effects of AANS shall be
deposited, or for any loss occasioned by any error of judgment
or oversight on his part, or for any other loss, damage or
misfortune whatever which shall happen in the execution of the
duties of his office or in relation thereto, unless the same
are occasioned by his/her own wilful neglect or default,
provided that nothing herein shall relieve any director of any
liability imposed upon him by the Act.
Article 9: Election
Procedure
9.01 The
election and terms of each office of the executive shall be
conducted in accordance with the
following:
1. A nomination for the
position must be offered verbally or prior to the meeting if
in writing;
2. Acceptance is either
verbal or expressed in a letter received prior to the meeting;
and
3. Election is to be
conducted by secret ballot and decided by a simple majority of
the quorum present.
9.02
Voting by Proxy shall be conducted in accordance with
the following:
1. Votes
may be given either personally or by proxy. At every meeting
at which he is entitled to vote, every voting member present
in person shall have one vote;
and
2. An
instrument appointing a proxy shall be in writing under the
hand of the appointer or his attorney duly authorized in
writing.
An instrument appointing a proxy may be in the
following form or in any other usual
form:
I, Member’s
Name AANS #
a voting member
of Club
Name
hereby
appoint Persons
name
as my
proxy to vote for me and on my behalf at the meeting of the
Association to be held on the day of Date
and
at any adjournment thereof.
Signed this day
.
year/month/day
_______________________________
Signature of member
Article 10: Terms of Office
10.01
Executive officers shall hold office for a period of
two years.
10.02 The President,
Secretary and Target Director shall be voted on odd numbered
years. The Vice
President, Treasurer and 3D Director will be voted on even
numbered years.
This system will allow for a form of continuity on the
executive rather than replacing the entire executive on a
bi-annual basis.
10.03 The
office of a director or executive may be vacated if he/she
resigns the office and gives notice to AANS of such
resignation, or if he/she fails to comply with any
requirements imposed by the ANNS Constitution. In the case of the
President vacating office, the Vice President shall step up to
fill the vacated position for the remainder of the term the
incumbent was unable to fulfill. A Vice President shall be
elected at the next Board of Directors meeting or by
electronic or mail in voting, if desired for the operation of
the Association.
Article 11 Function of
the Board of Directors
11.01 The Board of Directors
shall act with due diligence when managing the affairs,
activities, and properties of
AANS.
11.02 Every Director
appointed to the Board is responsible to the Club or
Association members he/she represents.
11.03 Prior to every Board
meeting each director shall make every effort to canvass
his/her members with respect to business that is going to be
discussed and voted on.
11.04 On completion of every
Board meeting each director shall make available a written
report or a copy of the minutes to the Club or Association
members he/she represents.
11.05 The president of the
AANS is the chairman of the Board; and the Board shall meet at
his/her call once a year, or at the request of a majority of
the members of the Board.
11.06 The president, or the
secretary/treasurer (if so directed by the president) shall
submit to the directors, by mail or email, any action
requiring their votes.
11.07 The secretary/treasurer
may count the votes of the Board not less than 30 days
following the submission of the question. All unreturned ballots
shall be counted as abstaining.
11.08 If
the AANS Executive receives notification, in writing, from a
member in good standing of AANS, detailing that a Director has
acted fiscally irresponsibly, or in some manner jeopardized
the integrity of AANS, the said Director's case shall be
reviewed by the AANS Executive.
11.09 After
thorough investigation by the Executive, should the charges
against the Director be deemed as substantiated, the Executive
shall appoint an ad hoc committee to study the matter in
detail. A full report including recommendation for action, and
should the recommendation be for expulsion, and a term for the
expulsion, shall be presented to the Executive within a time
period to be specified by the Executive.
11.10
Should the ad hoc committee recommend expulsion, a
special meeting of the entire Board shall be convened. The
meeting shall take place no later than 60 days after the
submission of the ad hoc committee's report. The Director in
question shall be sent immediately, by registered mail, a
letter detailing the charges presented, and the ruling of the
ad hoc committee. The Director shall be instructed to appear
before the Board in order to present a defense. Should the
Director decide not to attend this special Board meeting, the
Board's decision will be based upon the findings and
recommendations of the ad hoc committee. Following the
discussion, a two-thirds majority vote by all Directors shall
be required to pass the motion for expulsion. Its decision
shall be final.
Article 12 Executive Officers and
Duties
12.01 The executive officers
of the AANS shall be:
1. the
President;
2.
Vice-President;
3.
Treasurer;
4.
Secretary;
5. Target
Director;
6. 3D Director;
and
7. Bowhunter
Director
Notes: 1: each of the above
positions are individual tasks and due to complexity should
not be combined.
2. The Bowhunter
position should be the BANS Affiliation representative, as a
member of the Association
executive.
12.02 Of the President, Vice
President, Treasurer and Secretary, three of the positions
will be selected to be signing officers of AANS and no less
than two shall be required to sign financial
documents.
12.03 The Chairperson of all
AANS Executive and Board meetings will ensure that all
meetings are conducted in accordance with Roberts Rules of
Order.
12.04 The president is
responsible to the board for decisions in respect of which
there is no authorizing by-law; and he/she shall be guided by
normal executive procedures in any such matter.
12.05 The president is
responsible for the appointment of committee chairmen and ad
hoc committees, subject to the approval of the board.
12.06 The president shall
exercise general supervision of all affairs of
AANS.
12.07 The President of AANS
is an ex-officio member of all committees in the AANS
organization, he/she may attend meetings, pass on comments but
have no voting privileges unless to break a
tie.
These bylaws have been
approved at the Annual General Meeting of the AANS on November
18, 2007.
Lindsey Poehl
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