Seine River Skating Club By-Laws (Summary)

Passed at the Annual General Meeting, May 14, 2025

📄 Click here to view the full official By-Laws

The following is a simplified summary of the Seine River Skating Club By-Laws. It is meant to help parents and members understand the key points more easily. If there is ever a difference between this summary and the official bylaws, the official document will apply.

ARTICLE I – General

• Purpose: These bylaws set the rules for how the Seine River Skating Club is run.

• Definitions: A few key terms you’ll see often:

  • Board – The group of Directors who oversee the Club.

  • Director – Someone elected or appointed to the Board.

  • Officer – A Director who also holds a specific role (e.g., President, Treasurer).

  • Key Volunteer – Someone appointed to help with committees or special duties.

  • Ordinary Resolution – A decision approved by a majority vote.

• Non-Profit: The Club does not make a profit. Any extra funds go back into programs and services.

• Meetings: Meetings follow Robert’s Rules of Order (a standard meeting guide).

ARTICLE II – Membership

• Who Can Be a Member:

  • Any registered skater with the Club is a Member.

  • For skaters under 18, a parent/guardian must agree to follow the Club rules.

• Powers of Members:
  Members can:

  • Elect the Board of Directors.

  • Vote on changes to bylaws.

  • Appoint an auditor (if needed).

• How to Become a Member:

  • Register with the Club.

  • Pay fees set by the Board.

  • Agree to follow Club rules and policies.

  • Be approved by the Board (or a delegate).

• Membership Duration & Fees:

  • Membership usually lasts until August of each year.

  • Fees must be paid within 60 days or membership will end.

• Good Standing:
  Members are considered in good standing if they:

  • Have paid all fees.

  • Follow bylaws and policies.

  • Are not suspended or under disciplinary review.

  • Completed all required forms.

• Loss of Membership:
  Membership may end if:

  • Fees are not paid.

  • A skater or parent breaks rules or policies.

  • The Member resigns or withdraws.

  • The Board decides to suspend or terminate membership after review.

ARTICLE III – Meetings of Members

• Annual General Meeting (AGM):

  • Held once a year (within 6 months of fiscal year-end).

  • Members can receive reports, vote on bylaws, elect Directors, and review financials.

• Special Meetings:

  • Can be called by the Board or by 5% of Members.

• Notices:

  • Members will receive at least 21 days’ notice before the AGM or a special meeting.

  • Notices may be sent by email.

• Participation:

  • Members may attend meetings in person or virtually (if available).

  • Parents/guardians of skaters under 18 may also attend.

• Voting & Quorum:

  • At least 10 voting Members must be present for business to be conducted.

  • Each Member in good standing has one vote.

Voting at Meetings

• Who Can Vote:

  • Every skater who is a Member has one vote.

  • Skaters 18 and older vote for themselves.

  • Skaters under 18 have their vote exercised by a parent/guardian.

  • Parents/guardians with more than one child in the Club may cast one vote per child.

  • Each child = one vote (but two parents can’t both vote for the same child).

• Record Date:

  • The Board may set a cut-off date (up to 10 days before a meeting) to determine who is eligible to vote.

• Proxy Voting:

  • Members who cannot attend may appoint another person (a “proxy”) to vote on their behalf.

  • Proxies must be signed, use the Club’s format, and be submitted at least 2 business days before the meeting.

• Electronic or Mail Voting:

  • Members may be allowed to vote by mail, phone, or electronic ballot, if the Club sets up a secure process.

• How Voting Works:

  • Most decisions are made by majority vote (Ordinary Resolution).

  • Votes may be taken by show of hands, verbally, or electronically.

  • Elections require a secret ballot (unless Members agree otherwise).

  • In case of a tie, the motion is defeated.

ARTICLE IV – Governance (Board of Directors)

• Board Composition:

  • The Board has between 4 and 9 Directors-at-Large.

  • Directors may also serve as Officers (President, Treasurer, etc.) or manage specific areas (e.g., Competitions, Communications, Sponsorship).

  • Board Observers (e.g., key volunteers or staff) may attend meetings but do not vote.

• Eligibility to Be a Director:

  • Must be at least 18 years old.

  • Cannot be a paid employee of the Club.

  • Cannot be bankrupt or legally declared incapable.

• Nominations & Elections:

  • A Nominations Committee may be formed to collect applications.

  • Nominations must include written consent and be submitted 10 days before the AGM (or later if extended).

  • If no candidates come forward, Members can nominate someone “from the floor” during the AGM.

  • Elections are normally staggered so about half the Board is elected each year.

  • Directors are elected for two-year terms.

• Key Volunteer Roles:

  • The Board can create volunteer roles to support operations.

  • Key Volunteers may attend Board meetings but cannot vote.

• Resignation & Removal:

  • A Director may resign at any time.

  • A Director may lose their position if they no longer meet eligibility requirements, fail to sign required forms, become bankrupt/incapable, or pass away.

  • Members may also vote to remove a Director at a special meeting.

• Filling Vacancies:

  • If a Director steps down mid-term, the Board can appoint someone to finish the term or assign the duties to another Director until the next election.

 Meetings of the Board

• Board meetings may be called by the President or by at least three (3) Directors.

• The President normally chairs meetings; if absent, the Board will choose a chair.

• Directors must receive advance notice (5 days by email/phone, 10 days by mail).

• A majority of Directors must be present for decisions to be valid (this is called quorum).

• Each Director has one vote. In the case of a tie, the motion does not pass.

• Meetings are generally closed to the public and members, unless invited.

• Meetings may be held in person, by phone, or online, as long as everyone can participate effectively.

• The Board can also pass written resolutions if all Directors agree in writing.

Duties of Directors 

Directors must:

• Act honestly and in the best interests of the Club.

• Use reasonable care and good judgment when making decisions.

Powers of the Board

The Board has the authority to manage the Club’s operations. This includes:

• Setting policies and procedures.

• Handling membership, registration, and volunteer requirements.

• Hiring or contracting staff when necessary.

• Managing finances, property, and assets responsibly.

• Receiving donations and making expenditures to support the Club’s mission.

• Borrowing money if required (with proper approvals).

• Creating committees or appointing volunteers to support Club activities.

Article V - Officers of the Club 

The Club’s Officers are:

• President – Chairs meetings, acts as the spokesperson, and oversees Club operations.

• Vice President – Assists and steps in when the President is unavailable.

• Secretary – Keeps official records, prepares meeting minutes, and manages communications.

• Treasurer – Manages Club finances, budgeting, and reporting.

• Officers are elected by the Board of Directors, usually at the first Board meeting after elections.

• Each Officer serves for at least one year, up to the end of their Director term.

Article VI - Committees 

The Board may create standing or ad-hoc committees to manage specific areas of Club operations.
Examples may include test days, fundraising, or special events. The Board may appoint or remove members and outline their responsibilities.

Article VII - Finance and Management 

• The Club’s fiscal year runs from April 1 to March 31.

• Financial statements are prepared and approved by the Board each year and presented at the Annual Meeting.

• Books and records (minutes, by-laws, registers, and financials) are kept as required by law.

• All Board minutes and resolutions are confidential, but members in good standing may request access.

• The Club may own or lease property but requires a Special Resolution of the membership to deal with real estate.

• Board members and volunteers do not receive payment for their roles, but approved expenses can be reimbursed.

• Any potential conflicts of interest must be declared, and those individuals cannot vote on the related matter.

Article VIII - Skate Canada Requirements 

As a Skate Canada member club, Seine River Skating Club must follow Skate Canada’s official Operating Requirements. This ensures programs are delivered to national standards and that the Club remains in good standing.

Article IX - Amendments to By-laws 

• The Board may propose changes, but these must be confirmed by members at the next meeting.

• Members may also propose changes with at least 60 days’ notice before a meeting.

Article X - Notices 

Official notices may be delivered by hand, mail, email, or courier to the address a member has on file.

Article XI - Dissolution 

If the Club is ever dissolved, all remaining property will be donated to charitable organizations in Manitoba after all debts are paid.

Article XII - Indemnification & Insurance 

• Directors and volunteers acting in good faith are protected from personal liability for their official decisions.

• The Club carries Directors and Officers liability insurance.

Article XIII - Registered Participants 

The Club recognizes three categories of registered participants:

• Athletes (skaters)

• Coaches

• Volunteers

Participants must register with the Club each season, pay fees, and remain in good standing. Failure to pay fees, comply with Club rules, or meet volunteer commitments may result in loss of good standing and access to Club programs.