The Ramblers Association “the Club”
Rules and Regulations
The Club will have fulfilled its responsibility when all members consider that their activities with the Club meet or exceed their expectations with regards to challenge, degree of interest, environmental responsibility and respect for community values.
The mission of the Club is to provide members with interesting outdoor activities appropriate to the seasons and which are within the physical capacity of the participant. The Club shall propose routes and provide leadership in respecting the environment and the laws and regulations of the municipalities where its events are held.
Membership is open to all individuals over the age of 18. The Club reserves the right to ask any participant for medical proof of adequate fitness before permitting them to join an organized event.
The Board of Directors, comprising President, Vice- President, Secretary, Treasurer, Immediate Past President and two at-large members shall administer the affairs of the Club. One of the at-large members will always be a member of the Board of Directors of the Ramblers Association (RARA). Other members may become part of the administration as the Board of Directors sees fit. The Club will elect all positions at its Annual General Meeting and Directors will serve for a period of two (2) years. Meetings of the Board will be called at the discretion of the President. At least six (6) meetings will be called per year and three (3) Directors shall form a quorum.
Subject to the by-laws of the Club, the Board of Directors shall be responsible for:
- Managing the financial affairs of the club.
- Ensuring that records are made and retained of all activities of the club, including, but not limited to, minutes of meetings, membership records, activities, trails and routes.
- Appointing and qualifying event leaders.
- Establishing and maintaining close relationships with the municipalities in the region.
- Issuing, by email, a newsletter whenever justified.
- Organizing social events for the members when, and if, the interest exists.
- Forming committees, as required, to work on specific issues.
- Preparing the annual budget for the Club.
- Presenting an audited financial statement to the members of the Club each year at the Annual General Meeting.
- Organizing and running an Annual General Meeting.
- Presenting a slate of potential candidates for positions on the Board of Directors to the whole membership at each Annual General Meeting.
- The President shall preside at all Board meetings of the Club, and may vote.
- In the absence of the President, the Vice-President shall perform the duties of the President.
- The Secretary shall:
- Call all meetings requested by the President, allowing all members fourteen (14) days notice for the Annual General Meeting.
- Prepare meeting agendas.
- Prepare properly documented minutes of all meetings for the members of the Club.
- Maintain proper records of the business of the Club.
4. The Treasurer shall:
a. Maintain the financial records of the Club.
b. Report financial data, as required, at the various meetings of the Club
5. Other Board members shall be prepared to report at all meetings on their delegated sphere of activity as defined by the Board.
The Board of Directors will form Committees to perform specific duties, as they deem necessary. The chairman or chairwoman of these Committees need not be a member of the Board of Directors, but will report to the Board.
Committees shall include, but not be limited to:
- Outings every two weeks
- Safety and security
- Social events
- Out of Town events
- Medical issues
Annual General Meeting:
The Annual General Meeting will be held each year, during the month of October, on a date decided by the President and shall be advised in writing by the Secretary to all members of the Club at least fourteen (14) days prior to the event.
The AGM agenda sent to all members shall comprise:
- The minutes of the last meeting
- Matters arising from these minutes
- Reports on the year’s activities by all Board members
- The Audited financial statements for the previous twelve (12) months
- The Budget for the upcoming year
- Nominations for the Board Officers and Directors and approval by vote
- Proposed amendments to by-laws and Rules and Regulations
- Any other business.
A quorum for an AGM will be ten (10) members, all in good standing.
A Nominating Committee shall select members of the Board of Directors of the Club. At the September meeting of the Board, a list of positions to be filled will be prepared and the nominating committee appointed, chaired by the Past-President and comprising one other Board member and one Club member in good standing. The Nominating Committee shall submit their selection to the Board and, if accepted and approved, to the general membership at the Annual General Meeting.
The notice of the AGM shall contain a list of proposed Board members for the forthcoming year. If, after mailing this notice, three (3) members of the Club wish to nominate any other member as a Member of the Board, they shall send such written nomination to the Secretary of the Club, together with the nominee’s written agreement to serve, to arrive at least five (5) days prior to the AGM.
The fiscal year of the Club shall run from October 1st to September 30th.
Members of the Board of Directors will serve for a period of time, which will start on October1st and end on the last day of September.
The terms of office of Directors will be staggered so that no more than three (3) directors shall change in any one-year.
The Board of Directors shall appoint a replacement in the case that a Director is unable to complete his or her term.
Special General Meeting:
A Special General Meeting may be called by the President or, upon resolution, by a majority of the Board, or on written request to the President signed by at least ten (10) members, specifying the matter to be discussed. In the event that a Special General Meeting is called, the Secretary shall advise all Club members fourteen (14) days prior to the meeting. Only business listed on the Agenda shall be permitted.
Terry Browitt, September 2, 2010