By-Laws – Creston Valley Quad Squad

Here set out in numbered clauses, the bylaws providing for the matters referred to in Section 6(1) of the Society Act and any other bylaws.

Terms of Admission of Members and Their Rights and Obligations

The members of the CLUB are the subscribers of the Constitution and Bylaws and every person who agrees to become a member complies with the membership requirements.
The following persons shall be eligible for membership in the CLUB:
Any person, regardless of age and place of residence shall be eligible for membership in the CLUB.
Every member shall subscribe to the “Action of the CLUB” as outlined in the Constitution.
All applications for membership shall be submitted to the executive and upon approval by the executive, the applicant shall become a member and is entitled to the rights provided herein of a member and subject to the obligations herein of a member.
The annual membership fee shall be established by the members of the CLUB at the Annual General Meeting each year as required.
A person shall cease to be a member of the CLUB:
By delivering his/her resignation in writing to the secretary of the CLUB or by mailing or delivering it to the current address of the CLUB
On his/her death, or upon dissolution of the CLUB.
On being expelled
On not having been a member in good standing for three consecutive months.
All members are in good standing except a member who has failed to pay their annual membership fee or any other subscription or debt due and owing by him/her to the CLUB. He/she would remain in not good standing so long as the debt remains unpaid.
Members riding in CLUB functions MUST comply with government regulations.
It is an unalterable provision of this Club, that members of this club shall have no interest in the property and assets of the Club.

Member Expulsion

Notice of special resolution for member expulsion shall be sent to all members and a special meeting is to be called. Notice must be sent 14 days prior to the special meeting.
The notice of special resolution for expulsion shall be accompanied by a brief statement of the reasons for the proposed expulsion.
The person who is the subject of the proposed resolution for expulsion shall be given an opportunity to be heard at a special meeting before the special resolution is put to a vote.
For the expulsion to take effect, the special resolution would require a minimum vote of 60% of members present.
Behaviour that may lead to expulsion are:
- Non-compliance to Government Regulations.
- Argumental behaviour of member(s). Issues between members and member(s) to the CLUB are to be addressed within the forum of CLUB meetings. Disagreements are to be respectful.
- Substance abuse. Including alcohol, drugs, and both prescription and non-prescription medication.
- Disregard of safety to self and other members.
- Harassment of members.
An expelled member may be re-instated by being heard at a general meeting and by a vote for re-admission to the Club (minimum of 60% of members present).

Calling of General & Special Meetings of the Club

All meetings shall be conducted according to “Roberts Rules of Conduct”.
The Annual General Meeting (AGM) shall be held in the month of October in Creston, B.C. on a day fixed upon by the Executive and within 14 (fourteen) days written notice of such meeting shall be either post-mailed, e-mailed or handed to all members by the Secretary or by any member of the Executive.
General meetings are be held for the months of April to October. For all general meetings held as per schedule, a prior 14-day notification is not required.
Special business meetings may be called at the written request of one third of the membership or twenty members, whichever is less. Notice for special business meetings are to be provided to all members, a minimum of 14 (fourteen) days prior. Notification is to be performed by the Secretary or, failing the Secretary, by any member of the Executive.
At General Meetings, Annual General Meeting (AGM) and special meetings, a quorum shall be one third of the membership or twenty members whichever is less.
At any General or Special Meeting, each member attending shall be entitled to one vote (except for the chairperson) and the vote of the majority shall prevail. Executive elections shall be by secret ballot; all other voting shall be by a show of hands. In the event of a tie, the chairperson will be allowed to case his/her vote.
The Executive of the CLUB shall be elected at the Annual General Meeting and shall hold office for a one-year period provided. If the election of Executive members is not held on time, then the current Executive shall continue until such election is held.
There shall not be less than 5 (five) members of the Executive. Should an executive vacancy occur, the remaining executive are to fill the position until the next Annual General Meeting or Special Meeting.
A member of the Executive shall cease to be a member:
1. Submission of resignation in writing to the Executive.
1. Written petition submitted by majority of members.
1. Certified as mentally incompetent
1. Ceasing to be a voting member of the CLUB.
1. Or on dissolution of the CLUB.
The affairs of the CLUB shall be managed by the Executive who may exercise all such powers and do all such acts and things as may be exercised or done by the CLUB or by law expressly to be done by the CLUB at a meeting of the members or otherwise.
A quorum at any meeting of the Executive shall be 3 (three) members (President, Vice-President, Treasurer, Secretary, prior President, and member at large).
The Executive may, by regulation, approve by not less than 3 (three) members of the Executive, establish procedure(s) for the conduct of its meetings.
The members shall elect a President, Vice-President, Treasurer, Secretary and an “Executive Member at Large” at the AGM. There will be a further election of a ride directory and an optional ride director assistant. Past president is automatically a member of the executive.
The President shall:
1. Preside at meetings of the CLUB and at special meetings.
1. Conduct planning sessions with the Executive.
1. Draft the meeting agenda with collaboration of Vice-President.
The Vice-President shall:
1. Carry out the duties of the President during his/her absence.
1. Draft the meeting agenda with collaboration of President.
The Secretary shall:
Conduct the correspondence of the CLUB
Issue notices of meetings of the CLUB and Executive
The Secretary shall keep and have custody of the minutes of the proceedings and of the meetings of the Executive, General Meetings, Annual General Meetings, and Special Meetings of the CLUB.
The minutes of the previous meeting shall be read at each meeting. The AGM minutes shall be read at the next AGM.
Have custody of all records and documents of the CLUB except those required to be kept by the Treasurer
Have custody of the common seal of the CLUB.
Maintain a register of the members.
The Treasurer Shall;
Keep the financial records including books of accounting necessary to comply with the SOCIETY ACT and file an annual and any other report(s) as required.
Render financial statements to the Executive, members and others and provide a current financial statement at all general meetings.
Deposit monies in a registered bank. All checks and withdrawals require 2 (two) Executive member signatures (President, Vice-President, Treasurer).
The Ride Directory / Assistant Ride Directory shall:
Plan and lead rides.
Conduct pre-ride checklist (safety, procedure documentation, and equipment).
Conduct training sessions during rides (ride and safety skills).
The offices of the Secretary and Treasurer may be held by one person who shall be known as the Secretary-Treasurer.
When a Secretary-Treasurer holds office, the total number of Executive members shall not be less than 4 (four).
In the absence of the Secretary from a meeting, the Chairperson shall appoint another person to act as the Secretary at the meeting.
The President of the CLUB shall act as Chairperson at all meetings of the CLUB. In the case of his/her absence, an executive member (Vice President or Treasurer), shall act as Chairperson. In absent of all executive, a Chairperson is to be selected from the members present.
The Executive may establish committees from time to time and appoint chairpersons thereof as it considers desirable from among the members at large.
No officer or Executive member of the CLUB shall be entitled to remuneration Except by resolution of the membership at an AGM.
Members are entitled to be compensated for expenses incurred on CLUB business if approved in advance by the President or authorized executive member delegate.
Expense claims for reimbursement are to include all appropriate receipts.
Receipts to contain date, vendor, and description of item(s) purchased.
Expenses, that are to be reimbursed by ATV/BC, are to be paid by Club cheque.

Borrowing Powers

The Club shall not borrow money except by resolution of the membership at an Annual General Meeting or at a Special Meeting called for that purpose. No debenture shall be issued without sanction of a Special Resolution.

Audit and Books of Account

The Executive shall see that all necessary books and records of the Club are regularly and properly kept and that the books of account are reviewed annually and a report shall be submitted to the Annual General Meeting.

Alterations of By-Laws

The by-laws of the CLUB may be altered or amended at an Annual General Meeting or by a Special Meeting by a special resolution approved by three quarter’s majority of members present.

Dissolution of the Club

The notice of special resolution for dissolution shall be accompanied by a brief statement of the reasons for the proposed dissolution. Argument for and against dissolution are to be heard at a general meeting before the special resolution is put to a vote.
Upon dissolution of the Club, funds and assets of the Club remaining after satisfaction of its debts and liabilities, shall be distributed to non-profit organizations in the Creston area, as determined by its members at time of dissolution.