1. DEFINITIONS
1.1. Regular Season: In affiliation with the Edmonton Youth Basketball Association (EYBA), Beaumont Youth Basketball Association teams play their regular season within the EYBA Fall/Winter League. The regular season of the Beaumont Youth Basketball Association runs from September 1st to March 31st. It includes the time period for the registration of players prior to the start of play in the EYBA league.
1.2. Player. A player shall be defined as any individual youth who is registered in a current or upcoming regular season. Outside of the time period for the regular season, a Player shall be defined as any individual youth who was registered in the previously concluded regular season.
1.3. Member. Members of the Beaumont Youth Basketball Association shall include: 1) One (1) parent or guardian of any Player; and 2) the individuals elected to the Board of Directors, (if they have no registered Player). Any person residing in Alberta, and being of the full age of 18 years, may become a member upon payment of the registration fee for their registered Player, or they are elected to the Board of Directors (in the event they have no registered Player).
1.4. Director. The Directors of the Beaumont Youth Basketball Association shall include: 1) President; 2) Vice-President; 3) Secretary; 4) Treasurer; 5) Registrar; and four (4) Directors-at-Large.
1.5. Board of Directors. The Board of Directors, Executive Committee or Board, shall mean the nine (9) Directors elected or appointed to their respective positions.
1.6. General Meeting. A General Meeting of the Association shall mean a meeting where all Members of the Association are notified and eligible to vote. They can be of two types: 1 Annual General Meeting; or 2) Special General Meeting.
1.7. Day. For the purposes of meetings, any day of the calendar year, including holidays.
2. MEMBERSHIP
2.1. Entitlements and Responsibilities. Any Member wishing to withdraw from membership may do so upon a notice in writing to the Board through its Secretary. Any Member in arrears for fees or assessments for greater than three (3) months of the start of a Beaumont Youth Basketball Association program will be automatically suspended until such fees are paid, unless the Board deems otherwise. Additional late fees, assessments or penalties may be applied by the Board in accordance with Beaumont Youth Basketball Association Policy. If suspended, the Member shall be considered to be in bad standing and not entitled to membership privileges until all fees, assessments or penalties are resolved. All Members in good standing are entitled to attend General Meetings of the Association. All Members are responsible for behaving in accordance with the Bylaws and Policy of the Association.
3. GENERAL MEETINGS
3.1. A General Meeting, (Annual or Special), shall be called by the Board of Directors.
3.2. Notification. All members shall receive at least fourteen (14) days notice of the date, time, location, and agenda for any General Meeting. Notification will normally occur via email, local advertising and the Beaumont Youth Basketball Association website.
3.3. Agenda. Only the business which appears on the circulated agenda for a General Meeting will be dealt with, except with the unanimous consent of the Members present.
3.4. Quorum. Quorum for General Meetings shall be fifteen (15). In the event that quorum is not met, the General Meeting shall be adjourned for one week, at the same time and place. Quorum will consist of those in attendance.
3.5. Voting. Each Member of the Beaumont Youth Basketball Association will be entitled to one (1) vote per Player. Any Member who has not withdrawn from membership nor considered to be in bad standing shall have the right to vote at any General Meeting of the Beaumont Youth Basketball Association. Such votes must be made in person and not by proxy or otherwise.
3.6. Rules of Order. General Meetings shall be conducted in accordance with Roberts Rules of Order (current edition) insofar as they may apply.
4. ANNUAL GENERAL MEETING
4.1. An Annual General Meeting (AGM) of the Association shall be held during the month of February in each year.
4.2. Elections. At the AGM there shall be elected a President, Vice-President, Secretary, Treasurer, Registrar; and four (4) Directors-at-Large. The Directors so elected shall form the Board, and shall serve from the AGM until their successors are elected at the following AGM. Any member in good standing shall be eligible to any office in the society. Tenure for all positions shall be one year.
4.3. Financial Report. The audited financial statement of the previous fiscal year shall be presented to the Membership.
5. SPECIAL GENERAL MEETING
5.1. A Special General Meeting (SGM) shall be called by the Board as may be required in order to allow the full Membership to meet. Alternatively, an SGM shall be called by the Board within twenty-eight (28) days upon receipt of a petition signed by one-third (1/3) of the Members in good standing, setting forth the purpose for the meeting.
6. BOARD OF DIRECTORS
6.1. Authority. The Board shall, subject to the bylaws or directions given it by majority vote at any General Meeting properly called and constituted, have full control and management of the affairs of the society.
6.2. Board Meetings. Meetings of the Board shall be held as often as may be required, but at least once every (3) months and shall be called by the President. Alternatively, a meeting of the Board must be called by the President within seven (7) days on the instructions of any two (2) Directors, provided they request the President in writing to call such meeting, and state the business to be brought before the meeting. Meetings of the Board shall be called with a minimum of seven (7) days notice in writing emailed to each member. Any four (4) members shall constitute a quorum. Board meetings may be held without notice if a quorum of the Board is present, provided however, that any business at such meeting shall be ratified at the next regularly called meeting of the Board otherwise they shall be null and void. Board Meetings shall be conducted in accordance with Roberts Rules of Order (current edition) insofar as they may apply.
6.3. Vacancies. Any vacancy occurring on the Board during the year may be filled by the Board of Directors, provided it is so stated in the notice calling such meeting.
6.4. Remuneration. No Director or Member of the Association shall receive any direct financial compensation for his/her services with one exception: The members elected to the Board of Directors will be provided one child registration fee ‘waived’ for the Regular Season (Fall/Winter). The child must be their own.
Should the member of the Board of Directors not have a child to register, no
alternate remuneration will be provided.
6.5. Removal from Office. Any Director, upon a majority vote of all Members in good standing, may be removed from office for any cause which the Association may deem reasonable.
7. DIRECTOR ROLES
7.1. President. The president shall, when present, preside at all meetings of the society and of the Board. In his/her absence the Vice-President shall preside at any such meetings. In the absence of both, a Chairperson may be elected to preside thereat. The President shall be an ex-officio member of all Committees.
7.2. Vice-President. The Vice-President shall be the senior officer of the Beaumont Youth Basketball Association next to the President and perform the duties of the President in the event of absence, resignation, or inability to perform said duties. He/she may have other duties as prescribed by the Board.
7.3. Secretary. It is the duty of the secretary to send notices of the various meetings as required, attend meetings whenever possible, and to keep accurate minutes of the same. In case of the absence of the Secretary, his/her duties shall be discharged by an individual appointed by the Board. The Secretary shall have charge of all the correspondence of the Beaumont Youth Basketball Association.
7.4. Treasurer. The Treasurer shall receive all monies paid to the society and be responsible for the deposit of same in whatever bank the Board may order. He/she will properly account for the funds of the society and keep such books as may be directed. A full detailed account of receipts and disbursements shall be presented to the Board whenever requested. At the end of the fiscal year, he/she shall prepare for submission to the Board a statement of the financial position of the Beaumont Youth Basketball Association, as required by the Alberta Societies Act.
7.5. Registrar. The Registrar is responsible for the registration of all Players within the Association for any programs offered by the Beaumont Youth Basketball Association. He/she shall keep an accurate record of all Members and discharge his/her duties as per current policies of the Beaumont Youth Basketball Association.
7.6. Directors-at-Large. The four (4) Directors-at-Large may have titles and responsibilities as determined by the Board.
8. AUDITING
8.1. The books, accounts, records, and statement of the financial position of the Beaumont Youth Basketball Association shall be audited at least once a year by a duly qualified accountant or by two members of the Beaumont Youth Basketball Association appointed by the Board for that purpose. The fiscal year for the Beaumont Youth Basketball Association shall be July 1st to June 30th of the following year.
8.2. Inspection of the Records. The records may be inspected by any member of the Beaumont Youth Basketball Association upon giving thirty (30) days written notice to the Board. The Board will arrange a time and place satisfactory to the Member and the Director having charge of the requested records. Such records shall not be removed from the custody of the Director without Board approval. Each member of the Board of Directors shall, at all responsible times, have access to these records.
9. BORROWING POWERS
9.1. The Association has no borrowing powers.
10. AMENDMENTS TO THE BYLAWS
10.1. The Bylaws may be rescinded, altered or added to by a ‘Special
Resolution’, as defined by the Alberta Societies Act.