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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 AANS 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.

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