RDIMS 363455
CANADIAN FORCES BASE ESQUIMALT POWER BOAT CLUB
FORWARD
1. The Canadian Forces Base Esquimalt Power Boat Club Constitution and By-Laws are issued on the authority of the Base Commander. It is structured in accordance with A-PS-110-001/AG-002- Morale and Welfare Programs on the Canadian Forces, A-AD-262-000/AG-000 and Base Standing Orders.
2. A constitution, as applied to an institute, is a document which articulates the authorized principles according to which the institute is formed and governed. All details shall be contained in a set of institute rules knows as “Constitution and By-Laws”.
3. The Canadian Forces Base Esquimalt Power Boat Club Constitution and By-Laws with amendments is effective on receipt and supersedes all earlier issues.
Approved/ Not Approved
L. Cassivi
Captain (Navy)
Base Commander
June 2014
01 Apr 2014
Canadian Forces Base Esquimalt Power Boat Club Constitution
NAME
1.The CFB Esquimalt Power Boat Club is hereafter referred to as the Club.
AUTHORITY OF ESTABLISHMENT AND OPERATION
2.The Club is established under authority of QR&O 4.61. It shall operate in accordance with regulations and orders governing Special Interest Activities in the Canadian Forces and the Constitution, By-laws and Rules.
PURPOSE OF OPERATION
3.The Club shall operate as part of the CFB Esquimalt Personnel Support Program (PSP) specifically to provide members with the opportunity for recreational boating and fishing and associated camaraderie.
MEMBERSHIP
4.Memberships shall be categorized as “Regular”, “Ordinary” or “Associate” in accordance with Categories of Membership: Community Recreation Clubs and Special Interest Activities Guidance, dated 22 July 2013(and its amendment dated 10 Feb 2014)or “Honourary Life Members” in accordance with paragraph 6 of the Club Constitution. All Regular and Ordinary members in good standing may vote at general meetings. Serving Regular members have seniority over all other membership types for all services and facilities offered by the Club. Membership categories are as follows:
a.Regular
- current members of the Regular or Reserve force and their families (including Canadian Rangers and Cadet Admin Training Services);
- former members of the CAF who have successfully completed basic training and have been honourably discharged and their families;
- families of the deceased, which includes spouses, common-law partners and children, and parents or guardians for those deceased that do not have dependants;
- Canadian Cadet Organization; and
- members of foreign military personnel currently serving with the CF and their families.
b.Ordinary
- current DND Public Servants and their families;
- current staff of NPF and their families;
- current staff of MFRC and their families;
- current staff of Defence Research and Development Canada (DRDC),Defence Construction Canada (DCC), Communication Security Establishments of Canada (CSE) and their families;
- serving RCMP and their families;
- currently serving Honourary Colonels/Captains(N) and Honourary
Lt Colonels/Commanders and their families;
- former DND Public Servants having served at least 10 years within DND and receiving a pension and their families;
- former staff of NPF receiving a pension and their families; and
- former RCMP in receipt of an annuity and their families.
c.Associate
- any other person invited to belong to the club, including Long time Casual employees of NPF.
d.Honourary Life Member
a.IAW par 6 of Club Constitution.
5.Associate members shall be sponsored by a Regular or Ordinary member, recommended by the Executive Committee and approved by the Base Commander or their representative.
6.The following criteria must be met for nomination to Honourary Life Member in the Club:
- Club member for minimum of 10 continuous years;
- Exemplary service to the Club;
- Nominated by Regular or Ordinary member in good standing;
- Completed Appendix 5 with supporting data forwarded to Membership Chair and;
- Must be a Regular or Ordinary member.
7.Election to HLM must be confirmed by a minimum 75% vote of Executive Committee. Honourary Life Membership shall not exceed 5% of current Club membership. On awarding of HLM the member shall be entitled to all privileges of Ordinary Member.
8.Each member, with the exception of Honourary Life Members, will be subject to the payment of an annual membership fee as detailed in the By-laws. The following condition shall apply:
a.Club membership fees shall be established by a majority vote at the Annual General Meeting (AGM).
[H1]
TERMS OF MEMBERSHIP
9.[H2]All memberships shall be for a one-year period without prejudice to renewal of membership for future one-year terms. Regular, Ordinary and Associate members shall be on a quota system whereby their combined numbers should not exceed the guidelines promulgated by CFAO50-20, or the Base Commander.
10.During the year, persons who qualify for Ordinary or Associate membership may complete an application form and submit it to the Membership Chair. Such persons will not be permitted to join unless the Club is below its quota for Ordinary or Associate members. If the Club already has its quota, the applicants will be placed on a waiting list.
EXECUTIVE COMMITTEE
11.The Club shall be administered by a committee of members elected from the Regular and Ordinary members, responsible to the Base Commander through the PSP Manager. The President, Vice President and Treasurer must be a serving CF member. Regular, Ordinary, or Honourary Life members may hold all other positions.
12.The Executive Committee shall consist of the:
a.President;
b.Vice-president;
c.Secretary;
d.Treasurer;
e.Membership Chair;
- Wharf Master;
g.Compound Custodian;
h.Clubhouse Custodian;
i.Entertainment Chair;
j.Fishing Derby Co-ordinator;
k.Environmental/Safety Officer and;
l.Web Master/Public Relations Officer.
13.The term of office shall be for a period of one year and will be voted upon at the Club AGM. A committee member may be removed from office, by a majority consensus of the Executive Committee, should that member not be fulfilling their duties and responsibilities as detailed in the By-laws.
14.Should an Executive position become vacant during the year, the President may appoint a temporary replacement to serve until the next AGM. Should the President’s position become vacant, the Vice President will assume the Presidency until the next AGM.
15.The duties and responsibilities of Committee members are set out in the By-laws of this Constitution.
16.In addition, the Executive Committee may approve special standing committees when appropriate.
17.The chair of these committees will attend all Executive Committee meetings throughout their tenure.
MEETINGS
18.Meetings shall be held as follows:
a.Executive Committee: as required at the call of the President, but not less than three times annually;
b.General Meetings: as required at the discretion of the President, based on a majority vote of the Executive Committee, in order to have a special resolution passed by the general membership and;
c.AGMshall be held before the end of each fiscal year.
19.Executive Meetings shall be held to consider:
a.expenditures outside of the approved annual budget and
b.any matter relating to the operation of the Club.
20.General Meetings/AGMs shall be held to consider:
- financial statements and operating budgets;
b.proposed Club activities;
c.election of Committee members and;
d.any other matter concerning the conduct of Club activities.
21.Sub-committee meetings shall be held as required or as called by the President or the chair of the applicable Committee in order to carry out their responsibilities.
QUORUM
22.A quorum is deemed to be established when the number in attendance is a reasonable representation of the combined Regular and Ordinary membership or as established by the Base Commander.
VOTING
23.Motions passed at General and/or Executive Committee Meetings require a majority vote of the members in attendance.
23.All Regular and Ordinary members in good standing, including Executive members, are entitled to vote at General Meetings. In the event of a tied vote, the President shall cast the deciding vote.
SUBMISSION OF MINUTES
25.Minutes of meetings are to be taken by the Secretary. Minutes shall be staffed in accordance with the Personnel Support Programs distribution protocol within 21 days of the meeting. Approved minutes shall be distributed to members on request, posted in the Clubhouse, on the Club web page and kept on file.
OPERATING BUDGET
26.The Club shall conduct its program through funds provided through membership fees and grants or loans from the Base Fund. The Executive Committee shall prepare an annual operating budget and present it to the membership for approval. Once approved by the membership and ratified by the Base Fund, the budget shall comprise the Club Activity Program for the next fiscal year.
EXPENDITURES
27.Once the Base Fund has approved the budget, the President shall be responsible for the distribution of the resources. The authority to purchase and/or expend funds may be delegated to the Treasurer or the person appointed in writing to act on behalf of the Treasurer. The Treasurer shall record all transactions.
CONDUCT AND DISCIPLINE
28.Club members and guests are to conduct themselves in an appropriate manner at all times and shall not, when involved in Club activities, on Club property, or utilizing Club equipment, act in any way that would endanger anyone or bring discredit to the Club or to the Canadian Forces.
29.Members of the Club will also abide by the Harassment Prevention and Resolution Policy Dated 26 Oct 2007. The basic policy states that “Harassment in any form constitutes unacceptable conduct and will not be tolerated. Recreation Club members and participants to recreation activities shall not subject any person attending an NPF recreation activity or club to harassment. Where club members and recreation activity participants are found to have subjected other persons to harassment, the Responsible Authority will decide what administrative and restorative action, within his/her authority is to be taken.”
LICENCES
30.When fishing, a member shall be in possession of all licenses required under Federal and Provincial Fish and Game Regulations.
31.All members and their guests shall comply with the Fish and Game Laws of the Province of British Columbia, Vessel Operating Regulations and the Rules and Regulations of the Club as prescribed herein.
32.Any member or their guest, who contravenes these laws or regulations, may forfeit membership.
EQUIPMENT
33.The Club Custodian and Compound Custodian shall hold a listing of all Club equipment as appropriate to their office. [H3]
[H4]
AMENDMENTS
34.Proposals to amend the Club Constitution shall be made in writing to the Secretary who will promulgate them to the membership. Provided that at least sevendays have passed since the delivery of the proposal, the amendments, having been available for viewing at a General Meeting, shall be staffed to the PSP manager and approved by the Base Commander.
RDIMS 363455
01 Apr 2014
POWER BOAT CLUB BY-LAWS
PURPOSE
1.The purpose of the Power Boat Club By- Laws is to amplify the policies set forth in the Power Boat Club Constitution and to provide operational guidelines and rules for the Club.
EXECUTIVE COMMITTEE
2.Duties and Responsibilities:
- President: Shall be elected by the general membership and approved by the Base Commander for the period of one year. The duties and responsibilities of the President include:
(1)being directly responsible to the Chairman of the Recreation Council for all matters pertaining to the Club;
(2)attending all Recreation Council meetings;
(3)preparing and revising, as needed, an annual activities plan;
(4)preparing and administering the Club operating budget;
(5)verifying the Club equipment inventory at least once annually with the Club Custodian;
(6)be responsible for the distribution and/or expenditure of funds, the authority to expend funds may be delegated to the Treasurer;
(7)ensuring all Executive Members carry out their duties in accordance with their Terms of Reference; and
(8)producing Club activity reports and submitting them to the Rec Council Chairman in accordance with the Rec Council policy.
b.Vice President: Shall be elected by the general membership and approved by the Base Commander for a period of one year. The duties and responsibilities of the Vice President are to act on behalf of the President in his absence.
- Treasurer: Shall be elected by the general membership for the period of one year. The duties and responsibilities of the Treasurer include:
(1)preparation of the Club Operating Budget;
(2)preparing all financial statements;
(3)obtaining authority from the Executive Committee prior to the disbursement of funds and the purchase of equipment; and
(4)ensuring all financial transactions are staffed through the NPPAM for action.
d.Membership Chair: Shall be elected by the general membership for the period of one year. The duties and responsibilities of the Membership Chair include:
(1)maintaining a membership list of all Club members and their status, i.e. Regular, Ordinary, Associate, etc;
(2)processing of new memberships;
(3)maintaining up-to-date copies of member applications forms;
(4)ensuring that the number of Ordinary and Associate members does not exceed the quota;
(5)sending out invoices to all members informing them of monies owing for the following year;
(6)ensuring all funds collected are verified accurately through booking; and
(7)preparing an annual estimate for the Club budget to cover annual expenses.
e.Wharf Master: Shall be elected by the general membership for the period of one year. The duties and responsibilities of the Wharf Master include:
(1)maintaining a register of all boats tied up to the floats by berth holder or sublet owner;
(2)maintaining waiting lists of members wishing berths and allocating berths in accordance with Club regulations, through the Executive;
(3)being responsible for the upkeep and improvements to the Club floats;
(4)having the authority to remove any boat from the floats if;
i.it is not registered to an eligible berth holder;
ii.it is derelict or in danger of sinking; or
iii.it is causing damage to the floats or to other boats.
(5)liaising with the Membership Chair on a regular basis with regards sub-lets, lengths of boats, etc.;and
(6)preparing an annual estimate for the Club budget to cover annual expenses.
f.Clubhouse Custodian: Shall be elected by the general membership for the period of one year. The duties and responsibilities of the Club Custodian include:
(1)being responsible for all Clubhouse facilities;
(2)verifying the Clubhouse inventory at least once annually with the President;
(3)the safety and security of stored equipment;
(4)maintaining an inventory of all Clubhouse property and controlling the loan of Clubhouse property to members;
(5)administering the loss of equipment not issued in accordance with standard equipment loan procedures; and;
(6)preparing an annual estimate for the Club budget to cover annual expenses.
g.Compound Custodian: Shall be elected by the general membership for the period of one year. The duties and responsibilities of the Compound Custodian include:
(1)overseeing the rental of Club maintenance spaces and controlling the use of the workshop in Building 1061 WP;
(2)being responsible for the upkeep and improvements to the Compound area and building;
(3)maintaining a list of all members with goods stored in the Club compound and liaising with the Membership Chair of monies owed for storage of those goods;
(4)maintaining an inventory of all Compound property and controlling the loan of Compound property to members;
(5)administering the loss of equipment not issued in accordance with standard equipment loan procedures;
(6)to collect money owed for pad rental and pass to the Treasurer for deposit; and
(7)preparing an annual estimate for the Club budget to cover annual expenses.
- Fishing Derby Coordinator: Shall be elected by the general membership for the period of one year. The duties and responsibilities of the
Fishing Derby Coordinator include:
(1)organizing and advertising Club Fishing Derbies to the membership;
(2)preparing an annual estimate for the Club budget to cover derby prizes and associated entertainment costs,
(3)collecting weigh in slips from the wharf and keeping records throughout the year for the Ladder Derby prizes;
(4)preparing a Derby Report for Club records following each derby and filing it with the Secretary/Treasurer;
(5)purchasing the prizes and preparing an agenda for the presentation of the prizes; and
(6)all other activities related to Club Derbies or as determined by the Executive committee.
j.Entertainment Coordinator: Shall be elected by the general membership for the period of one year. The duties and responsibilities of the Entertainment Coordinator include:
(1) ensuring that food and refreshments are provided for all Club sponsored activities and that costs are within budget;
(2) being responsible for the planning and implementation of any special Club functions and reporting costs of same to the Treasurer;
(3)preparing an annual estimate for the club budget to cover the cost of club entertainment; and
(4)any other activities as related to Club entertainment.
k.Environmental/Safety Officer: Shall be elected by the general membership for the period of one year. The duties and responsibilities of the Environmental/Safety Officer include:
(1)acting as the point of contact for issues involving the environment, conservation, safety and special projects as assigned by the Club President;
(2)providing up-to-date information and advice on the above listed issues to the Club President, Executive Committee and Club general membership;
(3)attending Base and PSP meetings relating to environment/safety and special project issues, and acting on behalf of the Club as authorized by the Club President;
(4)chairing special project committees as directed by the Club President; and
(5)preparing an annual estimate for the Club budget to cover annual expenses.
l.Web Master/Public Relations Officer: Shall be elected by the general membership for the period of one year. The duties and responsibilities of the Web Master/Public RelationsOfficer include:
(1)construction and maintenance of the Club web site IAW Base and DND directives;