- The name of the Organization shall be Edmonton Pool Players
Association, herein known as the EPPA or the Association.
- The office of the Association shall be determined by the Board of
Directors. The Association may have other such offices as may be
designated from time to time by the Board of Directors.
- MEMBERSHIP
The Association Fiscal League Year will run from June 1st through
May 31st.
Membership in the Association shall be to those interested in
furthering the objectives of the Association and shall consist of
those applicants as a member to receive the approval of the Board of
Directors.
The Annual Dues for each member of the Association shall be determined
at the first meeting of the Board of Directors following the end of a
previous session. However, once a session has started the Board of
Directors may not change the annual fees until the annual membership
meeting has taken place.
Any member may, by given written notice of such intention, withdraw
from membership. All rights, privileges, and interest of a member in
or to the Association shall cease on the termination of membership
which is effective upon fulfillment of all obligations to the date of
withdrawal.
A membership may be expelled, suspended or terminated for violation of
the bylaws or any other conduct prejudicial to the interest of the
Association by a majority vote of the Board of Directors.
- ANNUAL MEETING
There shall be an annual meeting of the membership in conjunction with
the end of a fall/winter session of the Association, unless otherwise
directed by the Board of Directors. The purpose of the annual meeting
shall be to elect or appoint, as applicable, members of the Board of
Directors, to receive annual reports and to transact other business.
The annual membership meeting shall be open to all classes of
membership in the Association. The Secretary shall be responsible for
mailing notices of such meetings to all Current Members in a session
not less than 14 days prior to such meeting. The annual meeting shall
take place on or before the date of May 31st of any given year.
The number 10 is the number of members in good standing that
constitutes a quorum. Any member upon a majority vote of all members
of the society in good standing may be expelled from membership for
any cause which the society may deem reasonable.
A special meeting shall be called by the President or Secretary upon
receipt of a petition signed by one-third of the members in good
standing, setting forth the reasons for calling such Meeting, which
shall be by letter to the last known address of each member, delivered
in the mail eight days prior to the meeting. 10 members in good
standing shall constitute a quorum at Special Meetings.
- REGULAR MEETINGS
Regular meetings of the Association may be held upon a majority vote
of the Board of Directors as necessary. The Secretary shall be
responsible for mailing notices of such meetings to the Executive
Board not less than 14 days prior to such meeting. These meetings may
include in part only Executives and listed Captain/Co-Captains.
The order and manner of conducting business at meetings will be per
Robert's Rules of Order, unless altered by a majority vote of the
representatives present, shall be as follows:
- Call to order
- Reading of minutes of previous meeting
- Receiving communications
- Receiving of Officers
- Reports of Committees - Standing, Special
- Unfinished Business
- New Business
- Election of Directors (if applicable)
- VOTING
Any member in good standing has the right to vote at any meeting of
the Association. Votes in person only, by ballot not by proxy or
otherwise. Majority rules.
- The Executives hereby are known as the Board of Directors,
President, Secretary and a Treasurer, where applicable Host Hall
Representatives are included in matters of the interest to the
Association. Responsibilities and matters of Good-Faith within the
Association carry forward that all Executives have equal right to
exercise one vote.
- BOARD OF DIRECTORS
The Board of Directors subject to the bylaws or directions given by
majority vote at any meeting properly called and constituted have full
control and management of the affairs of the association and meetings
may be held as often as required.
The applicants for incorporation shall become the first directors of
the Association whose term of office shall continue either by
appointment of the Officers or upon election if seen fit in the best
of interest of the association. A Senior position will be held in
their seat on the Executive Board while part of the Association. The
Board of Directors reserve the right to seat a Chairman of the Board
of Directors in office, as one Officer.
Directors will serve for a period of three years. Not more than two
directors can have their term expire in a given year. Appointment is
by the Executives.
Vacancies on the Board of Directors may be filled by the Board of
Directors at the discretion of the remaining Directors to serve until
the next general election. A Director who has two unexcused absences
from Board Meetings between Annual Meetings may be removed from the
Board at the discretion of the Board of Directors. The Board of
Directors shall meet a minimum of two times per session. Any such
meeting in which at least four members of the Executives are present
shall be competent to exercise all or any of the authorities and
powers by or under the bylaws of the Association. Each Officer is
authorized to exercise one vote.
- OFFICERS
The Board of Directors shall annually elect and or by appointment a
President, A Treasurer and a Secretary from among the Board of
Directors. The election shall be held at the Annual Meeting of the
Board of Directors by ballot of all Directors in attendance.
These Officers of the Association shall hold office for two years from
their election or until their successor is elected in their stead.
Officers shall be subject to removal at any time by resolution of the
Board of Directors.
The President shall preside at all meetings of the Association and the
Board of Directors. He shall have the general and active management
of the affairs of the Association. He shall see that all orders and
resolutions of the Board of Directors are carried into effect.
The Treasurer will keep account of all monies received and expended
for the use of the Association and for making disbursements authorized
by the Board. The Treasurer shall see that all sums received are
deposited in the bank, Trust Company, Credit Union or Treasury Branch
approved by the Board of Directors and shall make a report at the
Annual Meeting or when called upon by the President. The funds, books,
and vouchers shall, with the exception of confidential reports
submitted by members, at all times be subject to verification and
inspection by the Board of Directors. At the expiration of the
Treasurer’s term of office, the Treasurer shall deliver over to the
Treasurer-Elect all books, money, and other property.
Withdrawals of monies require a two to sign policy in order to
complete the transaction.
The Secretary shall record the minutes of meetings, see that notices
are given and perform other duties as assigned by the President or the
Board of Directors.
Any Officer, upon a majority vote by all members in good standing, may
be removed from office for any cause which the Association may deem
reasonable.
- INDEMNITIES TO THE EXECUTIVES
Every Director of the Association shall be indemnified and saved
harmless out of the funds of the Association from and against:
- all costs, charges and expenses which such director sustains
or incurs in or about any action, suit or proceedings which is
brought, commenced or prosecuted against them, or in any respect
of any act, deed, made, done or permitted by them in or about the
execution of the duties of their office or in respect of any such
liability;
- all other costs, charges and expenses which they sustain or
incur in or about or in relation to the affairs thereof, except
such costs, charges or expenses as are occasioned by their own w
ilful neglect or default.
- COMMITTEES
The Board of Directors may appoint committees whose members will hold
their office at the will of the Board of Directors. The Directors
shall determine the duties of such committees and may fix by
resolution any remuneration to be paid unless authorized at any
meeting after notice for saying shall have been given no officer,
director or a member of the association shall receive any renumeration
for his or her services.
- AMENDMENT OF BYLAWS
The Bylaws may be rescinded, amended and by the Association by
"Special Resolution". The voting members shall, at each
annual meeting, appoint an auditor to audit the accounts and annual
financial statements of the Association for report to the members at
the next annual meeting. The remuneration of the auditor shall be
fixed by all of the Executives.
- AUDITING
The Treasurer and Officer responsible for data entries of the books,
accounts and records of stats may be audited at least once each year
prior to the fiscal end. This audit may include a duly qualified
accountant or by two members of the association elected by the
Executives to complete a proper statement of the books and values
pertaining to the Association. The fiscal year of the society shall be
on or before May 31st.
The books and records of the society may be available at any given
time upon reasonable notice to the officers having charge of them.
- BORROWING POWERS
For the purpose of carrying out its objects, the society may borrow or
raise or secure the payment of money in such manner as it thinks fit,
and in particular by the issue of debentures, but this power shall be
exercised only under the authority of the society, and in no case
shall debentures be issued without the sanction of a special
resolution of the society.
- SOCIETY SEAL
The President shall be held responsible for keeping the society's
seal and permission to use.
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