Constitution & By-Law
CTF CHARTER #15003
2014 - 2019
BYLAWS OF THE CAPITAL DISTRICT TENPIN BOWLING ASSOCIATION
This organisation is formed by the merger of three separate organisations; a local ABC association - the Capital District Tenpin Bowling Association, a local WIBC association - the Capital District Women’s Tenpin Bowling Association and a local YABA association - the Capital District Junior Tenpin Bowling Association. These associations are referred to herein as “founding associations”.
Name and Boundary, Non-Profit Organisation, Charter
Section A – Name and Boundary
This name of the organisation is the Capital District Tenpin Bowling Association, herein referred to as the "Association", an association chartered by the Canadian Tenpin Federation (CTF).
The following boundary has been established for this Association – a 50 km radius from Parliament Hill (in the City of Ottawa, Ontario, Canada), generally encompassing, the current boundaries of
Ottawa Ontario, and outlying municipalities. Gatineau Quebec
Section B – Non-Profit Organisation
The Capital District Tenpin Bowling Association shall operate as a non-profit organization.
Section C – Charter
The association shall be chartered by CTF and subject to its authority. The Association shall:
1. Adopt bylaws approved by the CTF Board.
2. Not enact any bylaws or rules inconsistent with the CTF National Bylaws.
3. Adhere to performance standards and stated requirements as set forth in the CTF Policy Manual.
4. Apply for renewal of its charter every five years.
The purposes of the association include, but are not limited to:
- Providing equal opportunity to amateur athletes, coaches, trainers, managers, administrators, and officials to participate in amateur tenpin bowling competition without discrimination on the basis of race, colour, religion, age, gender, disability, or national origin and with fair notice and opportunity for a hearing to any amateur athlete, coach trainer, manager, administrator, or official before declaring the individual ineligible to participate.
- Promoting the game of tenpin bowling.
- Conducting and supporting tenpin bowling competition.
- Engaging in any other activities permitted by an organisation classified as tax exempt.
Membership and Dues
Section A – Regular Registerd Bowler
Registered bowler is composed of individuals who pay dues to the association and is in effect from August 1 of one calendar year through July 31 of the following calendar year.
An individual joining a summer league after March 15 shall pay the dues that are known to be, or become, effective for the next current season. On payment of the dues, the individual shall become a member for the balance of the current season and the next season.
The Board may waive all or part of local dues for:
1. Registered bowler of other CTF associations if that association has a reciprocal agreement with the Association.
2. Other groups, such as, seniors, etc., as determined by the Board.
The Association cannot charge additional non-dues assessment.
Section B – Life Menbership or Registerd bowler
The Association will recognise all previous life members and other special memberships of the founding associations. The Association will also recognise achievements and contributions to the founding associations and their national bodies as contributions to qualifying criteria where applicable. Similarly, reference to “this Association” shall also refer to the founding associations.
Life Membership or registerd bowler in this Association may be granted by the members at the Annual Meeting. Life Membership or registerd bowler may be granted by two-thirds votes of the members present.
All Votes for Life Membership or registered bowler shall be held by secret ballot.
Any member in good standing of this Association may nominate any other member to be elected to Life Membership by submitting the name of the nominee together with valid reasons for nomination to the Board of Directors of this Association. Such submission with all pertinent information shall be in writing and shall be contained in a letter over the signature of the nominator.
The local, provincial and national portion of yearly dues will be paid by the Association for all elected Life Members actively bowling in sanctioned leagues.
b. QUALIFYING CRITERIA
To qualify for Life Membership an individual must meet one or more of the following criteria:
(i) A member of the Capital District Tenpin Bowling Association in good standing, who qualified themselves for such honour by their outstanding service to this Association and the game of tenpins in the field of promotion of the game, promotion of new leagues and bowlers, and promotion of this Association and the Canadian Tenpin Federation by continued strong support of the aims, purposes and activities of this Association and the CTF.
(ii) Outstanding service in the field of administration as a member of the Board of Directors of this Association for at least fifteen (15) years.
(iii) Outstanding service in the field of performance on the lanes, where the individual has brought good publicity, honour and fame in bowling circles to this Association through his/her ability to win International FIQ/WTBA competition events, as well as CTF sanctioned events.
(iv) Outstanding service in any special field of endeavour in the interests of the game and this Association, which the Board of Directors may deem from time to time to be worthy of such honour.
Section C - Dues
Each member shall pay national, local and provincial dues (where applicable). The Board, by two-thirds vote, recommends the annual dues amount for approval by the membership at an annual meeting.
Notification of any change in dues, and the reason for the change, will be forwarded, in writing to each league secretary and will be voted on at the next membership meeting.
Board of Directors – Management
Section A - Board Composition, Authority and Duties
The management and governance of the Association is vested in the Association Board. The number of Directors is nine (9). The Association Board determines the maximum number of Directors.
The Board’s duties and authority include but are not limited to:
- The Board shall not engage in any act of conflict of interest.
- Enforcing the Bylaws.
- Complying with the CTF Policy Manual and adhering to the performance standards and stated requirements as set forth in the CTF Policy Manual.
- Conducting local tournaments for men, women and youth members.
- Providing education, training, evaluations, recognition and other services as established by CTF.
- Implementing all CTF programs.
- Electing the officers of the Association.
- Employing/selecting and evaluating the performance of the Association Manager.
- Approving use of membership records.
- Rating the league average of an association member when there is evidence the bowler’s average does not represent the bowler’s true ability.
- Conducting suspension and reinstatement hearings. (See the Suspension and Reinstatement Chapter for rating, suspension, reinstatement and appeal procedures.)
- The Board of Directors may prescribe such rules and regulations, not inconsistent with these or CTF National Bylaws, relating to the management and operation of the Association as they deem expedient, provided that such rules and regulations shall have force and effect until the next Annual Meeting when they shall be confirmed, and failing such confirmation at such Annual Meeting of members, shall at and from that time cease to have any force and effect.
Section B - Eligibility
Candidates for the Board must be:
- A Member in good standing of the Association at the time of election and throughout their term.
- Elected or appointed without regard to race, colour, religion, sex, disability, national origin, or age, other than the minimum age of eighteen (18) years.
- Collectively be reasonable representative of males and females.
A maximum of three tenpin bowling centre proprietors may serve on the Board at one time. A proprietor is an individual who is the owner, partner, or corporate officer of a tenpin bowling centre or group of tenpin bowling centres. Excluded from the definition of proprietor is an individual who owns twenty five (25) percent or less of the equity shares, or who is inactive in the management of the tenpin bowling centre and remains so during a term as Director.
Section C - Election of Directors
Directors are elected by a majority vote of the Members present and voting at a properly noticed meeting at which a quorum is present, from:
1. A slate provided by the Nominating Committee.
2. Nominations from the floor. Qualifications must be submitted to the Nominating Committee.
Voting by mail and/or proxy vote is prohibited.
Section D. Term
The term for Directors is three (3) years with no term limit.
Section E - Resignation, Removal, and Vacancies
1. Resignation. A board member may resign from the Board of Directors by providing written notice of resignation to the President or, in the case of the President, to the Board.
2. Removal for Ineligibility. A board member who is no longer eligible to serve on the Board may be removed by a two-thirds vote of the Board when a quorum is present.
3. Removal for Cause. When a board member is accused in writing of failure to properly perform the duties of their office or otherwise engaging in improper or unfair activities or conduct, the Board may conduct a hearing following the Removal Procedures in the Suspension and Reinstatement Chapter. An appeal may be filed within fifteen (15) days of the removal. Two-thirds written consent of the full Board is required to seek re-election and/or re-appointment to the Board.
4. Vacancies. The President, with Board approval shall fill vacancies in Director positions for the remainder of the term. The Board fills vacancies in officer positions.
5. Absenteeism. When a member of the Board of Directors fails to attend two (2) meetings of the Board of Directors in succession, the Board of Directors may by a two-thirds secret ballot vote remove them as a member of the Board.
Section F - Life Members
Life Members of this Association shall be entitled to attend Board meeting, but as a life member will be allowed voice only.
Section A - President and Vice President
The officers of this Association shall include a President and Vice President, who must be serving as Directors of the Association at the time of election.
Section B – Association Manager
The Association Manager shall act as ex officio non-voting secretary/treasurer of the Board or such other officer designation as required by law and determined by the Board.
Section C - Election
The Board shall elect all officers except the Association Manager. To qualify for election to office, a director must have served at least one (1) year on the board or on the board of one of the founding associations.
Section D - Term
The term for elected officers, except the Association Manager, is one (1) year with no term limit.
Section E - Authority and Duties
a. Presides at membership and Board meetings.
b. Acts as spokesperson for the Association.
c. Appoints Committees, except nominating, with Board approval.
2. Vice President:
a. Presides at meetings of the membership or Board when the President is absent.
b. Performs other duties as prescribed by the Board or requested by the President.
3. Association Manager:
The Association Manager is:
- Accountable to the Board.
- Responsible for implementation of the CTF performance standards.
- Shall act as the ex officio non-voting Secretary/Treasurer of the Board or such other officer designation as required by law and determined by the Board.
- Responsible for other duties as prescribed by the Board and in the CTF Policy Manual.
The association manager shall be selected by the Board based on criteria establish by the Board. The term of the Association Manager will be determined by the Board. The Association Manager shall be a voluntary position but may receive an honorarium as determined by the Board.
The Association Manager:
- has voice and vote at membership meetings, if the individual is a current member.
- may be excused from board meetings if deemed appropriate based on the discussion at hand.
If the Association Manager is not an elected director, he or she has voice only at Board meetings.
If the Association Manager is an elected director, he or she has voice and vote at board meetings during his or her term as director. When he or she is no longer, he or she would have voice only at Board meetings.
Section A - Annual Meeting
An annual meeting of Association Members shall be held at a time and place approved by the Board of Directors. Attendance is open to all Members.
- Members’ Responsibility. Members vote to elect individuals to this Board and elect delegates and alternates for the CTF Annual General Meeting and provincial meetings. Members also approve the Acts of the Board, including rules and regulations, and any changes to bylaws and dues.
- Voting. Only members, eighteen (18) years of age or older, voting officers and Directors of this Association may vote.
- Meeting Notice. Written notice of the meeting shall be forwarded to all league secretaries and posted in each bowling centre under the Association’s jurisdiction at least twenty-one (21) days prior to the annual meeting.
- Quorum. Members present constitute a quorum.
- Action. The vote of a majority of those members present and voting, when a quorum has been established, is required to take action, unless otherwise provided by law or these Bylaws.
Section B - Board Meetings
The Board shall meet at least quarterly. Special meetings may be held upon the request of any Board member if a majority of the Board approves.
1. Notice. Notice for all regular and special meetings shall be forwarded at a minimum to the Board at least twenty-one (21) days prior to the start of a meeting.
2. Quorum. A majority of the elected members of the Board shall constitute a quorum.
3. Action. The vote of a majority of the Board of Directors present and voting, when a quorum has been established, is required to take action, unless otherwise provided by law or these Bylaws.
Section C - Parliamentary Procedure
The most recent edition of Robert’s Rules of Order, Newly Revised governs all meetings.
Section A - Standing Committees
The Association shall have the following Standing Committees: Nominating, Finance, and Youth.
1. Nominating Committee. The Committee reviews candidates and prepares slates for Board, delegate and alternate positions. The Committee publicises criteria and procedures for the elected Association Board.
2. Finance Committee. The Committee is responsible for reviewing and monitoring the annual budget and other financial matters.
3. Youth Committee. The Youth Committee is responsible for recommending, monitoring, promoting and reviewing youth programs conducted by the Association.
Section B- Other Committees
The President may establish other committees, with Board approval.
Delegates and Alternates
Delegates and Alternates to provincial meetings and the CTF Annual General Meeting are elected by those Members present and voting at the association’s Annual Meeting. Mail and proxy voting is prohibited. The election is to be held not less than one hundred and twenty (120) days prior to the CTF Annual General Meeting or provincial meeting at which the delegates will represent the Association.
Section A - Eligibility
Appointees and nominees must be:
1. At least eighteen (18) years of age.
2. A member in good standing of the Association at the time of election and throughout their term.
A member is not eligible for election if they have been elected a delegate or alternate to represent another provincial or local association.
Section B - Election
Delegates and Alternates serve for one year, beginning August 1, and are elected by:
1. A slate provided by the Nominating Committee.
2. Nominations from the floor.
3. The election shall be by ballot, except that a voice vote may be taken when the number of candidates does not exceed the number of positions to be filled. Alternates shall serve in order of their election.
Section A - Authority
The Association Board, by a two-thirds vote where a quorum is present, determines, subject to
approval by the Membership at the Annual General Meeting:
1. Name of the Local Association (with CTF approval).
2. Local Association dues amount.
3. Number of Directors.
4. Terms and term limits for Officers and Directors.
5. Quorum for membership and Board meetings.
Section B – Change in Dues
Notifications of any change in Association dues, and the reason for the change, will be forwarded in writing to each league secretary and will be reported at the next membership meeting.
Section C - Effective Date
All amendments are effective the August 1 following adoption, unless otherwise specified when adopted.
Section D - Amendment Procedure
Any member of the Association may submit amendments to the Bylaws.
The bylaws may be amended or repealed by a two-thirds vote at the annual or any special meeting of members at which a quorum is present provided:
a. The proposal to amend or repeal is submitted in writing to the Association Manager at least thirty (30) days prior to the meeting at which it is to be considered and
b. Written notice of the proposed amendments is forwarded to all league secretaries and posted in each bowling centre under the Association’s jurisdiction at least ten (10) days prior to the meeting.
The fiscal year of this Association is August 1 through July 31.
Directors, officers and other authorized volunteers, employees or agents shall be indemnified against claims for personal and individual liability arising in connection with their positions or service on behalf of the Association to the full extent permitted by law.