2014 Bylaws

1. As per the constitution section 9 at all times their must be an executive member who is in charge of the finances of the club.

2. The Vice President of Finance shall;

2.1 Create a budget to be adopted by the staff on or before June 30st of each year. 

2.2 The VP of finance is responsible for carrying out the budget as approved by the staff. 

2.3   The VP of finance must produce a full financial report to be presented to the club staff, once per semester on or before December 10th and March 20th of each year.

2.3a This report must contain all expenditures, revenue, a summary of all assets, and a summary of all accounts of the Carleton Archery Club. 

2.4 Make available all financial documents including, but not limited to, copies of the budget, receipts, financial statements, financial reports and supporting documents without undue delay to any staff member, paid member of the club, CUSA or their agents upon request.

2.5 The VP of finance shall become familiar with the rules and regulations per finance as set out by CUSA, Clubs and Societies and FACCS.

2.6 Will maintain up to date financial records at all times, as CUSA may request financial documents at any time.  

2.7 Failure of the VP of finance to fulfil these duties will be grounds for removal.  

3.  All expenditures of club resources must be within CAC budget or approved by a special vote of the club staff.

  3.1 The budget shall be within the rules as set out in the Clubs and societies polices as found at http://cusaonline.ca/wp-content/uploads/2012/08/Clubs-Bylaws-July-2013.pdf. (Website link subject to change.)  

3.2 Club funds shall never be used for the purchase of alcohol.       

4.  Fees may be set by a vote of the staff and must be set for the year by September 30th each year.

4.1 Fees may be charged annually, per semester, per session or in any combination the staff sees fit.

4.2 Fees may be charged to pay for maintenance, equipment rental, instruction, facility rental fees or any other costs the club incurs by carrying out the goals of the club.

5.  All monies shall be maintained at the financial institution as set out by CUSA.

  5.1 At all times at least 3 members of the executive shall be signing authorities on the CAC account. This shall consist of the President, Vice President of Finance and the Vice President Internal.    

5.2 At least 2 executives who are signing authorities must authorize all withdrawals and deposits to/from club accounts.

5.3 Any member of the executive may receive funds from members, in the absence of the President, Vice President of Finance and the Vice President Internal. Those funds must be forwarded to the Vice President of Finance without delay. 

5.4 Receipts must be issued for all payments made to the CAC, both retained by the payee and the club. 

6.  Staff may make payments to third parties on behalf of the CAC and are entitled to reimbursement if the following conditions are meet.

6.1 Receipts must be original from the retailer, and only show expenses for the CAC.

6.2 Staff must receive pre authorization from the VP finance, and expenses must be within budget or a special vote of the staff.

6.3 Property must have been delivered to the club and be catalogued in the inventory before payment can be made.        

7. All money and assets of the CAC are property of the CAC and may not be used for personal gain, or used for anything other than advancing the goals of the club.   

8. The budget and the semi-annual financial reports must be posted on the website without delay after being adopted by the staff to allow the members to view those documents. 

1.    All Members in Good Standing of CAC are considered “voting members” of CAC. All voting members shall be eligible to be considered for the position of Director of Elections.

2.    A Director of Elections shall be appointed by the staff of the CAC to run the election. The Director of Elections shall;

2.1 Be a Member in Good Standing of the CAC;

2.2 Not be a candidate for election to any position on the executive while serving as Director of Elections;

2.3 Not be on the staff of CAC before or after serving as Director of Elections, for a period of one (1) year;

2.4 Act as an impartial participant in the nominations process, and shall not divulge the particulars of nominations (including names, positions applied for, number of nominations or like information to any member of CAC in advance of the closing date for nominations);

2.5 Publicize the names of those running and post that publicly after the close of nominations;

2.6 Appoint a polling clerk to assist on elections day(s);

2.6a That person who is appointed to polling clerk shall be bound by all the same rules as the Director of Elections as found in this bylaw;

2.7 The Director of Elections shall forfeit the right to vote in the election. 

3. The opening of nominations for executive positions shall commence after a general meeting is held and will be open for one week (1) after that meeting.

3.1 All nominations shall be submitted to the director of elections by the date specified.

3.1a All potential candidates must submit the form found in appendix A of this bylaw.

3.2 A candidate may only run for a single position on the CAC Executive per election cycle.

3.3 Nominations outside the publicized deadlines shall not be accepted;

3.4 Elections shall be held by secret ballot.     

  4.  Membership sales shall cease two (2) weeks before voting;

4.1 Only paid members in good standing may vote;

4.2 Voting dates must be announced at a general meeting with three (3) weeks notice before voting. The Clubs office must be notified electronically as soon as possible after this meeting has concluded;

4.3 Membership sales shall resume after the completion of voting.   

5. Voting will be held in conjunction with all of the regularly scheduled club meetings in one (1) week. (ie. Both Saturday classes and the Tuesday class)  

  5.1 Ballots must be signed by all elections officials.

  5.2 Names of candidates must appear in alphabetical order, listed by last names on each ballot.

  5.3 All elections officials must be present at all polling.

  5.4 An official voters list of all eligible voters must be compiled and when a voter is given a ballot that voters name must be crossed off the list. This list must be retained for club records.   

  5.5 Voters must show one (1) piece of valid photo identification prior to receiving a ballot. A list of acceptable id can be found in appendix B, this list must be posted at the polling station. 

  5.6 Voters must be given a private area to mark their ballot. 

  5.7 Full voting instructions must be posted at the polling station, this can be found in appendix C.

6. Counting shall commence within forty-eight (48) hours of the last polling time.

  6.1 The polling clerk shall count all ballots, under the direct supervision of the Director of Elections.

  6.2 Candidates may select delegates to be scrutineers.

  6.3 Those scrutineers may not be CAC staff, or be running for a position on the executive.

  6.4 The ballots should always be supervised by an elections official and any scrutineers who wish to ensure their integrity.

  6.5 Candidates may not be present at counting, and may never touch any ballots, other than their own for the purposes of voting, anyone who is found to have violated this rule by the director of elections will have their candidacy revoked and barred from running for a period of two (2) years.

7. No one may campaign, either in person, by electronic means or any other means for any candidate.  

7.1 No one shall bribe, intimidate, threaten or discourage any person from voting.

7.2 No one shall coerce, or otherwise influence anyone to vote in any particular way.

7.3 Anyone who is found to have violated this section by the director of elections will have their candidacy revoked and be barred from running for a period of two (2) years, if not a candidate will be barred from running for a period of two(2) years.

7.4 All candidates may submit, to the director of elections, a mission statement that must be no more than 200 words. The director of elections may set a deadline for this statement but must give at least seven (7) days notice.    

8. Results must be posted electronically, and printed results posted at all of the regularly scheduled club meetings in the week following the vote.  

9. Any appeals on results or procedure shall be made to the Clubs and Societies office within four (4) weeks of the posting of results.  

10. The director of elections shall present a report of the election within three (3) weeks of the posting of results. This must include a completed voters list with crossed off names, official count sheet, unmarked samples of all types of ballots used, and timeline of all important dates. This report should be filed with the VP internal, in case of appeals or requests from clubs and societies commissioners. All submitted documents must be original.  

1. Executive positions may be added, removed or changed with a 50%> approval from the staff.

2. To accept and maintain a position on the executive all executives must;     

2.1 Adhere to and understand the Constitution and principles in which it was created;

2.2 Uphold the beliefs and ideals of CAC as set out in the CAC goals and constitution;

  2.3 Be open and transparent in their actions;

  2.4 Be politically neutral in their actions;

  2.5 Monitor and respond to social media posts and emails in a timely manner;

  2.6 Make a serious attempt to attend all club events and staff meetings in accordance with section 14 of this bylaw;

  2.7 Submit in writing, to the president an excuse for not attending official club events, within 48 hours of that completion of that event;

  2.8 Maintain diligent contact with other staff members at all times;

  2.9 Uphold all articles of the club.

3. The President shall;

3.1 Represent the club including, but not limited to, the University, to CUSA and to the larger community and the general membership;

3.2 Be a signing officer of the CAC bank account;

3.3 Assist, run and supervise any or all types of events;

3.4 Be the chief administrative and executive officer of CAC;

3.5 Monitor the Executive and staff to ensure productivity;

3.6 Have the sole responsibility for any public club releases;

3.7 The power to audit the club finances and budgets;

3.8 Have a tie breaking vote during Executive and general member meetings;

3.9 Be responsible for the public image and improving public knowledge surrounding the club and archery in Carleton and Ottawa.  

3.10 Chair all staff and general meetings.

4. The Vice President of Finance shall;

    4.1 Adhere to Bylaw number one and all CUSA financial regulations and applicable laws;

    4.2 Report to the President and executive on the financial activities of the club;

 4.3 Assist, run and supervise any or all types of events where needed;

 4.4 Create events and programs that reflect the fundraising goals of the club and oversee their implementation;

 4.5 Focus on generating revenue for the club;

 4.6 Be a signing officer of the CAC bank account;

 4.7 Draft and propose annual budgets to CAC staff;

 4.8 Be responsible for presenting financial documents at general meetings or Executive meetings;

 4.9 Be responsible for setting up and monitoring the cash fund and CAC bank account;

 4.10 Be responsible for generating a club budget for submission to CUSA;

 4.11 Maintain accurate and detailed records for all monies and assets in accordance with CUSA requirements;

 4.12 Be responsible for the submission of receipts, ledger and financial documents to CUSA

5. The Vice President Internal shall;

          5.1 Aid the President with any task or duty where requested;

  5.2 Assume the duties of the President in the absence of the President;

        5.3 Act as the liaison between the President and other Executive members;

 5.4 Organize and contact all Executive members;

 5.5 Monitor the Executive and staff to ensure productivity;

 5.6 Regularly report to the President on all actions of the Executive and club;

 5.7 Manage the Director positions that are not managed by another executive;

 5.8 Maintain a membership list;

 5.9 Work to mediate internal disputes;

 5.10 Maintain all club documents, except those maintained by the VP of Finance;

 5.11 Be a signing officer of the CAC bank account.

6. Range Safety Officer shall;

6.1 Attend all classes and shooting times (in accordance with section 14) or arrange for another competent staff member to fill in;

6.2 Create rules and safety checklists;

6.3 Enforce all shooting rules; 

6.4 Ensure the safety of all club members;

6.5 Report all incidents to the executive and to other authorities if the situation warrants;

6.6 Maintain order and decorum at the shooting range, has the power to remove anyone who in the opinion of the range officer poses a risk or is violating CAC rules, and report anyone who is removed;

6.7 File all documents with the VP internal;

6.8 Work to promote safe and effective handling of archery equipment.

7. Vice President of Equipment shall;

7.1 Maintain all of the club’s equipment;

7.2 Help to plan and run club events;  

7.3 Work with the executive to purchase equipment for the club;

7.4 Ensure the good working order and safety of all CAC equipment;

7.5 Manage the director of maintenance.

8. Vice President of Advertising and Marketing shall;

8.1 Be responsible for the public image and improving public knowledge surrounding the club.

    8.2 Create innovative ways to attract members to CAC;

8.3 Monitor, initiate and respond to all means of communication in an attempt to recruit members including, but not limited to, Facebook, member updates, emails and public speaking;

8.4 Produce advertising materials and work to build sponsorship relationships, and other community relationships. 

9. Secretary shall;

9.1 Work with outside organizations such as CUSA, and build community relationships.

9.2 Attend any external meeting or event with the President where required by the president;

9.3 Be responsible for the public image and improving public knowledge surrounding the society.

9.4 Act as the liaison between the CAC and outside organizations;

9.5 Manage media relations;

9.6 Regularly report to the President and executive on all actions by outside organizations that may affect the CAC.

9.7 Be knowledgeable about CUSA and Clubs and Societies rules and regulations.

9.8 Attend all Clubs and Societies functions, or arrange for another executive member to attend in your absence.

9.9 Organize all meetings, both staff and general meetings;

9.10 Distribute materials during meetings if necessary;

9.11 Manage and take attendance at general meetings;

9.12 Take attendance and minutes at meetings.

10. To maintain a position on the executive all executive members must fulfil the above duties to the best of their abilities, act in a courteous and respectful manner to all members and act professionally when representing the club.

11. All members of the executive have the right to vote at staff meetings, vote at general meetings and are responsible for the running of the club including implementing all club rules, documents, budgets, bylaws and must work to further the goals of the club.

12. Directors;

12.1 A director is a non-elected, non-executive volunteer that is tasked with forwarding the goals of CAC. A director position does not guarantee an Executive position for the following year and directors will be terminated with the end of the term of the executive that hired them, regardless of performance. Directors are always supervised by an Executive member but can organize activities including, but not limited to: running events, tabling in the atrium, running class, advertising, putting up posters and website maintenance.  

12.2 Authority of Directors;

  (a) Represent the club in ways approved by the Executive;

  (b) Purchase items as approved by the Executive;

  (c) Be on the CAC website and Facebook group;

  (d) Help check emails, Facebook and other electronic resources;

  (e) Any other task requested by the Executive.

12.3 Directors shall be appointed;

  (a) The president shall submit a list of candidates for the director positions;

  (b) The potential candidates must then be interviewed by the executive to determine their suitability for the job;

  (c) Each potential director shall be acclaimed by a 50%> vote of the executive.

12.4 Directors shall not be appointed;

  (a) For the sole reason that the person is a friend of someone on the executive;

  (b) For the sole reason that the person failed to be elected to the executive.

12.5 Directors should bring unique skills to the club staff, and be the best person to fill the role for which they are hired.

12.6 Directors shall;

  (a) Have one vote each at staff meetings;

  (b) Expected to attend all club events within section 14;

  (c) Act only under the direction and approval of the executive.

13. Instructors;

13.1 Shall be hired by the president;

13.2 Only authorized to assist in instruction during class times;

13.3 Operate under the supervision of the president;       

13.4 Do not have a vote at staff meetings and does not attend staff meetings.

13.5 May be dismissed at any time by the president. 

14. All staff are expected to faithfully complete their duties, attend all club events within the academic year from September to April, events may occur  during the summer but staff who are unable to attend will not be penalized. 

1.     A committee of executive and directors may be formed to run the club during the summer months (May-August), in the absence of the full staff.  

2.     This committee shall be made up of all the staff members who will be present in Ottawa for the summer.

3.     The committee will have much less power than the executive and staff as a whole;

3.1 The committee will not pass policies or motions;

3.2 Will not draft constitutional amendments or bylaws;

3.3 Will not alter the budget;

3.4 Cannot call a general meeting.

            4. The committee will;

         4.1 Accept memberships and other payments;

         4.2 Organize events;

         4.3 Purchase items and spend club resources within the CAC budget;

         4.4 Advertise the club and club events;

         4.5 Meet at least once every two (2) months during the summer months.

           5. Staff may decide if a summer committee is needed;

         5.1 It is not needed if;

                     (a) No events will be held during the summer;

                     (b) No staff will be present in Ottawa during the summer;

                     (c) No money is budgeted for summer activities;

         5.2 Summer Committee is needed if;

                     (a) Summer events are scheduled or will be scheduled;

                     (b) Staff are present in Ottawa and able to run the club; 

  (c) Money is budgeted for club use in the summer 

1.     Meetings shall be held at regular intervals, there shall be staff meetings, general meetings and summer committee meetings.

2.     Staff meetings shall be held at least once a month;

2.1 Staff meetings shall consist of all executive and directors;

2.2 At least five (5) days’ notice must be given to the staff before holding a meeting;

2.3 The President shall chair all staff meetings, and be responsible for informing participants,

2.4 The secretary shall be responsible for, keeping minutes, producing an agenda and collating and forwarding all pertinent records to the correct executive members;

2.4 Any staff who do not act respectfully, and professionally or are rude or disruptive may be ejected from the meeting by the meeting chair;

2.5 Minutes must be emailed to all staff within forty eight (48) hours of the completion of the meeting.     

  3. General meetings shall be held at least once a year;

         3.1 General meetings shall consist solely of members in good standing;

         3.2 At least five (5 days) notice must be given for a general meeting;

         3.3 An agenda must be released three (3) days before a general meeting;  

3.4 The President shall chair all general meetings

3.5 The secretary shall be responsible for, keeping minutes, producing an agenda and collating and forwarding all pertinent records to the correct executive members;

3.6 Any member who do not act respectfully, or are rude or disruptive may be ejected from the meeting by the meeting chair. 

3.7 Minutes must be posted no later than forty eight (48) hours after the completion of the meeting.

  4. If a summer committee is formed meetings shall be held at least every two months;

         4.1 Summer Committee meetings shall consist of all members of that committee;

         4.2 At least five (5) days’ notice must be given before a meeting;

4.3 A member shall be appointed chair, they must, chair all summer meetings, and be responsible for informing participants, keeping minutes, producing an agenda and collating and keeping all pertinent records;

4.4 Any staff who do not act respectfully, and professionally or are rude or disruptive may be ejected from the meeting by the meeting chair;

4.5 Minutes and the agenda must be emailed to all staff even if they aren’t on the summer committee within forty eight (48) hours of the completion of the meeting.

 5. In the absence of the meeting chair as set out in the document he or she may appoint a delegate to fill in and assume all of the roles and responsibilities.