Club Constitution

KINGSTON SHARKS SWIM CLUB

CONSTITUTION

NAME

1. The name of this Constitution shall be:

Kingston Sharks Swim Club Constitution (hereinafter referred to as (KSSC).

AUTHORITY FOR ESTABLISHMENT AND OPERATION

2. The KSSC is established under the authority of QR&O 4.61 as amplified by CFAO 50-2 and CFAO 50-20.

3. The KSSC shall operate in accordance with:

a. Regulations and Orders governing the operation of recreational clubs in the Canadian Forces;

b. Base Standing Orders;

c. other applicable Base Orders, Directives and Instructions;

PURPOSE

4. The purpose of the KSSC is to promote and develop competitive swimming as a sport at CFB Kingston in a safe environment. Further elaboration on the functioning of the club is provided in the By-Laws of the club adopted concurrently with this Constitution.

AFFILIATIONS

5. Should a Club consider affiliation or association with another organization, group or society with similar interests, when such affiliation or association is not authorized by CFAO’s or CFP, an outline of the organization's operation, aims and objectives shall be obtained, including:

a. a copy of the organization's Constitution; and

b. copies of any regulations binding the organization or its members to any affiliation or association with another group.

6. Should the (FS&R Dir) Recreation Council Chairperson find that affiliation would be in the best interest of a Club, such affiliation may be proposed for approval of the Base Commander thru the PSP Manager.

7. No undertaking to join any association may be made and no action that might be construed as affiliation or association may be taken until the Base Commander has approved a formal request for permission to affiliate or to associate.

MEMBERSHIP

8. The following personnel are eligible for membership:

a. Regular Members:

(1) members of the Regular Force and their families;

(2) members of the Reserve Force while on Class "B" or "C" Reserve Service and their families;

(3) foreign military personnel on duty with the Canadian Forces and their families; and

(4) civilians living in Base Quarters and their families.

b. Ordinary Members: Retired Military Members, DND Public and NPF employees (with 20 years service minimum) and their families. Current DND Public and NPF employees and their families; and

c. Associate Members: Persons not specified in subparagraphs 8a or 8b, if recommended by the Executive Committee. Names shall be published in Club minutes and submitted for approval. Associate membership shall be for one year, with no guarantee of renewal for further one-year membership.

9. The following additional guidelines concerning membership in a Recreational Club are also applicable:

a. membership period shall be from the date of issue for a period of one year and/or the end of the club calendar season;

b. family members under 17 years of age require a parent or guardian to sign a waiver and release form; and

c. personnel on course or temporary duty at CFB/ASU Kingston for a period of up to 6 months are subject to a monthly fee. Personnel at CFB/ASU Kingston for more than 6 months are subject to the annual membership fee.

MEMBERSHIP RESTRICTIONS

10. The membership of the Club must at all times reflect the priority that must be maintained to ensure that military personnel and their family members are provided with the opportunity to participate fully in the operation and activities of the club.

11. To ensure that this requirement is meet, the following membership restrictions shall apply:

a. the proportion of Associate Members shall not exceed 20 percent of the total membership; and

b. the combined total of Ordinary and Associate members shall not exceed 50 percent of the total membership.

12. Priority in the provision of non-public funds support and in the allocation of facilities and space will be given to those clubs with high percentage of regular members.

CLUB PARTICIPATION FEES

13. Recreation Club Participation Fees are a prerequisite for joining any Recreation Club on the Base. This fee will be paid to each club a person wishes to join.

14. Participation Fees render no entitlement to the use of FS&R facilities during allotted times for casual programs. Use of facilities is restricted to military personnel, their family members, Public and NPF employees and their family members and Kingston residents in possession of a Kingston Military Community Sports Centre Pass during casual use.

15. The Participation Fees extend for one calendar year from date of registration. The annual fee levied for membership is as per Recreation Club Participation Fee Structure approved annually by the Base Commander. Pro-rating of these fees is not permitted. The payment will be for a full year. There will be no refunds of participation fee regardless of the circumstances.

16. It is the responsibility of all Club Executives to ensure that all club members have paid their Participation Fees. It is the responsibility of the Club to deposit these fees in the Participation Fees Account at NPF office.

EXECUTIVE COMMITTEE

17. Members of the Executive Committee shall be Regular Members of the Club, elected at the Annual General Meeting to serve for a period of one membership year, subject to the approval of the Base Commander. The Base Commander has the authority to approve an ordinary member has a member of the Executive Committee. Special Interest Clubs may have a Chairman appointed by the Base Commander. The Executive Committee shall be composed of the following positions:

a. President. The President shall be elected once each year at the Annual Meeting and shall assume office at the start of the current membership year. Election of the President is subject to the approval of the Base Commander;

b. Vice President. The Vice President shall be elected once each year at the Annual Meeting and shall assume office at the start of the current membership year;

d. Treasurer. The Treasurer shall be elected once each year at the Annual Meeting and shall assume office at the start of the current membership year; and

e. Secretary. The Secretary shall be elected once each year at the Annual Meeting and shall assume office at the start of the current membership year.

SUBCOMMITTEES

18. The President and /or Executive Committee may appoint members to serve on such subcommittees as may be required to advise the Executive Committee on matters of interest to the Club and to co-ordinate activities on behalf of the Executive Committee.

19. The Subcommittee members shall be elected at the Annual Meeting and shall assume office at the start of the current membership year. The Subcommittee members may be regular or ordinary members.

MEETINGS

20. General Meetings: General Meetings shall be held not less than twice annually and may be held more frequently as required.

21. Annual General Meeting: The Annual General Meeting shall be held either at the beginning or the end of the season.

22. Executive Committee Meetings: Executive Committee Meetings shall be held as required.

23. Subcommittee Meetings: Subcommittee Meetings shall be held as required.

QUORUM

24 General Meetings: A quorum for a General Meeting shall be 30 percent of total membership.

25. Annual General Meeting: A quorum for the Annual General Meeting shall be 50 percent of total membership.

26. Executive Committee Meetings: A quorum for Executive Committee Meetings shall be a majority of Executive Committee members.

27. Subcommittee Meetings: A quorum for Subcommittee Meetings shall be a majority of Subcommittee members.

28. If the number of members attending a meeting does not constitute a quorum, the President may declare that a quorum exists and open the meeting. Attendance, as a percentage of total membership, shall be recorded in minutes.

VOTING

29. All members in good standing shall be eligible to vote. All motions to be voted on shall carry with a simple majority of members in favour (with a quorum present). In the event of a tie vote, the President shall cast the deciding vote.

SUBMISSION OF MINUTES

30. Minutes of General and Annual Meetings shall be submitted for the approval of the (FS&R Dir) Recreation Council Chairperson and the PSP Mgr. Minutes of the Executive Meetings shall be submitted for approval of the (FS&R Dir) Recreation Council Chairperson.

AMENDMENT

31. Any proposal to amend the Club By-Laws shall be posted on the Club Bulletin Board at least 30 days prior to a General and or Annual Meeting where the Executive Committee shall put any amendment resolutions to an immediate vote for approval on principle. Recommended amendments shall be included in minutes and submitted for the approval of the Base Commander.

32. The Club By-Laws may be amended by direction of the Base Commander.

DISCIPLINE AND GENERAL CONDUCT

33. The conduct of all club members shall at all times be, of a high standard to reflect credit upon the Club, CFB/ASU Kingston and the Canadian Forces.

REVOKING MEMBERSHIP

34. Membership in CFB/ASU Kingston Recreation Clubs may be revoked because of actions, which are clearly detrimental to the best interests of the Club. Such revocation must be approved by a majority of the Executive Committee members. Revocation of membership shall be in writing to the member with an information copy sent to the (FS&R Dir) Recreation Council Chairperson. A member of the Executive may suspend membership for a period of 48 hours during which time the Executive Committee will decide whether suspension will be permanent or temporary. The individual whose membership has been revoked has the right to submit a written appeal to the (FS&R Dir) Recreation Council Chairperson, with an information copy sent to the Club President.