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By-Laws of the Edmonton Table Tennis Club

1. Name & Purpose of Organization
1.1 The name of this organization shall be Edmonton Table Tennis Club, hereinafter referred to as "Club".
1.2 The Club shall be a non-profit corporation in the Province of Alberta and shall be subject to the laws of
Alberta.
1.3 The purpose of the Club shall be the encouragement, promotion, and maintenance of the sport of table
tennis.
1.4 The Club shall actively seek to develop participation in the sport of table tennis by persons of every age,
sex, race, color, and creed and shall seek to associate itself with any local, regional, or national
organizations or entities that may provide opportunities for such development.
2. Membership
2.1 Any person living in Alberta who is willing to uphold the By-Laws of the Club and the applicable laws
of the Province of Alberta shall be eligible for membership in the Club upon completion of the proper
application and payment of the proper fees for his/her category of membership, as described in section
2.2.
2.2 There will be five categories of members in the Club, defined as follows:
2.2.1 AdultIndividuals who are 18 years of age or older as of the last September 1.
2.2.2 JuniorIndividuals who are under 18 years of age as of the last September 1.
2.2.3 SeniorIndividuals who are 65 years of age or older as of last September 1.
2.2.4 FamilyOne or two parents and their junior children.
2.2.5 StudentIndividuals who are currently registered as full-time students.
2.3 Privileges of membership will be as follows:
2.3.1 Voting privileges as set forth in these By-Laws.
2.3.2 Attendance at all meetings of the Club.
2.4 A "current member" is defined as any member whose membership dues are paid in full for the period in
question and who is not in violation of good standing for any of the reasons described in section 2.5.1,
2.5.2 or 2.5.3 of these By-Laws.
2.5 A membership may be terminated either by resignation, submitted verbally or in writing to the
President, or for cause by a majority vote of the EC. Termination for cause may be for any of the
following reasons:
2.5.1 Violation or disregard of Club rules and regulations.
2.5.2 Delinquency in payment of fees and assessments, including payment with NSF cheques.
2.5.3 Conduct failing to conform to generally accepted standards of sportsmanship or which tends to
bring disrepute upon the Club or the sport of table tennis.
3. Meetings
3.1 A Friday night session of the Club is considered a general Club meeting. Such meetings shall be open
to all current members.
3.2 A quorum at any meeting shall consist of 51% of the current members
3.3 The EC may call a general meeting at any time. All current members of the Club shall be eligible to
attend such meetings and shall be notified by telephone, mail or announcement at a Club meeting no
less than two weeks before the proposed date.
3.4 The Club shall hold an annual general meeting in conjunction with the first meeting of the Club in
August. All current members of the Club shall be eligible to attend and notification must be provided to
all members by telephone, mail or announcement at a Club meeting no less than two weeks before the
proposed date.
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3.5 Current members shall have the right to vote at any meeting. Such votes must be made in person and
not by proxy or otherwise.
4. Governance
4.1 The Executive Committee, hereinafter referred to as "EC", shall have full control and management of
the affairs of the Club.
4.2 Candidates for Officers of the Club shall be nominated from the floor at the Annual General meeting
and successful candidates, determined by a majority vote of the membership at the meeting, shall hold
their offices for one term.
4.3 Only members of the Club may be nominated as an Officer of the Club.
4.4 No member of the Club may be nominated as an Officer of the Club until they have been a member for
at least one operational year i.e. September 1 to August 31 of the following year.
4.5 The following Officers shall comprise the membership of the EC: a President, 2 Vice Presidents, a
Secretary, a Treasurer, 2 Equipment Directors, and a Director at Large.
4.5.1 The President shall superintend business of the Club generally, preside at all meetings of the
Club and appoint such committee chairman as may be required.
4.5.2 The Vice Presidents shall carry out the duties of the President in his/her absence or disability.
The Vice Presidents shall also supervise the activities of all Club committees, giving periodic
reports to the President as necessary. The Vice Presidents shall make every effort to familiarize
themselves with the duties and responsibilities of the office of the President as described above.
4.5.3 The Secretary shall be responsible for recording the minutes of all club meetings. He/she shall
also be responsible for the regular correspondence of the club, including communications with
members regarding meetings, tournaments, etc. He/she shall be responsible for publicizing the
activities of the Club in the appropriate local media and for providing reports of club activities
as required.
4.5.4 The Treasurer shall be responsible for the financial operations of the Club. He/she shall
receive all invoices and receipts for Club expenses and shall pay all bills as required. He/she
shall also reimburse Club members for pre-authorized expenses incurred in the pursuit of
official Club business. He/she shall open and maintain Club bank accounts, using only
institutions covered by federal account insurance programs. He/she shall allocate funds
between accounts in a manner consistent with safety and a high rate of return. In no case shall
the Treasurer deposit funds into an institution of which he/she is an employee or stockholder
without prior approval of a three-fourth majority of the EC. The Treasurer shall report on the
financial condition and transactions of the Club at all EC meetings and shall be responsible for
the preparation of such annual or other reports as may be required for audit purposes.
4.5.5 The Equipment Di rectors shall be responsible for all matters pertaining to the maintenance
and storage oI the Club`s equipment.
4.5.6 The Di rector at Large shall provide advice to and assist other members of the EC as required.
4.6 An Officer of the club may be removed from office for cause by a majority vote of current members for
violation of good standing as described in sections 2.5.1, 2.5.2 or 2.5.3 of these By-Laws. The meeting
notice of the motion to remove an Officer must be provided to all current members by telephone, mail
or announcement at a Club meeting no less than two weeks before the proposed date.
5. Financial Operation
5.1 The fiscal year of the Club shall be September 1 to August 31 of the following year.
5.2 The fee schedule for the categories of members described in section 2.2 shall be determined at the first
meeting of the EC following the Annual General Meeting and before the beginning of the new fiscal
year. Membership fees are non-refundable, subject to the provisions of section 5.3.
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5.3 Members facing an emergency circumstance that requires their absence from the Club for more than six
consecutive weeks may apply for a pro-rated refund to the EC, which will make a final and binding
decision.
5.4 The EC, on a majority vote, may borrow or raise money for the Club in such manner that it thinks fit.
5.5 Unless prior authorization is provided by a majority vote of the EC, no member of the Club shall receive
any remuneration for services provided.
5.6 Any member of the EC who will receive a direct financial benefit from the successful passage of a
motion shall be excused from the vote on that motion.
5.7 The President and both Vice Presidents shall audit the annual financial statement at the end of each
fiscal year.
6. Privacy
6.1 The Club will only collect information that is necessary for its operations including name, address,
phone, email, birth year and gender, which the Club will use to determine age categories for
membership categories and to maintain communication with members.
6.2 The Club will provide information about Club members to third parties only with prior consent or if
required to do so by law. Prior to releasing any information in response to a legal enquiry, the EC will
determine the validity of the request and only disclose the information that is legally required.
6.3 The Club will take all reasonable precautions to protect personal information from intrusion.
6.4 Information will be retained for a minimum of two years or as required by law. After that time, any
information in hardcopy form will be disposed of in a safe and appropriate manner. For historic
reasons, name and length of membership will be permanently maintained in a computer database; all
other previously collected information, including address, phone number, year of birth and gender will
be deleted from this database.
6.5 The Club will provide a member with access to their personal information to ensure that it is accurate
and up-to-date. To access their personal information, a member will either be required to set up an
appointment to view the information in person at the residence of the EC member charged with keeping
the information or provide a written request to the EC indicating what information the member requires.
The EC will respond to all inquiries within 30 business days.
6.6 Club members will be asked for their consent before any personal information is posted on the Club
web site, including their name, photographs or tournament results.
7. Amendments to the By-Laws
7.1 Amendments to the By-Laws may be made only by a two-thirds majority vote of the members present at
a general Club meeting. Detailed notification of such amendment(s) must be sent to all current
members by telephone, mail or announced at a Club meeting not less than two weeks before the date of
said meeting.
8. Dissolution
8.1 A vote to dissolve the Club may be taken only at a general meeting. Such dissolution shall require a
two-thirds majority vote. Notification of the proposed vote for dissolution must be sent to all current
members by telephone, mail or announcement at a Club meeting not less than two weeks before the date
of said meeting.
8.2 In the event that a quorum is not obtained as described in section 3.2, the EC may subsequently dissolve
the club by a vote of its members at an EC meeting. A three-fourths majority vote of all members of the
EC shall be required.
8.3 Upon dissolution of the club, funds remaining in club accounts and club property shall be disbursed to
one or more regularly organized and charitable, educational, scientific, or philanthropic organizations to
be selected by the EC.