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| Nuchatlize 09 |
DRAFT Nov 2009
CAMPBELL RIVER PADDLERS ASSOCIATION POLICIES & PROCEDURES
100 Safe Paddling
101. Personal Flotation Devices must be worn on Club events.
102. Club members who participate in club trips are expected to have practiced and are competent to perform wet exit and self rescue drills.
103. Members participating in Club trips shall observe the Campbell River Paddlers Association trip guidelines. The Canadian Safe Boating Guide should be read and understood by all members. Members are advised to read pertinent sections of the Canada Shipping Act.
104. Members should inform their guests of the guidelines for Club trips. All guests on Club trips and paddling events must have signed a waiver and release of liability.
105. Members are advised to provide, on a voluntary basis only, a written name and number to contact in the event of an emergency to trip organizers prior to participating in a trip.
200 Membership and Fees
201. In any year, full fees will be charged until the end of November, and fees paid in December will count towards the next year's fees.
202. All members must sign a waiver and release from liability annually when applying for, or renewing, their membership.
203. The executive will recommend a fee schedule for approval by the membership.
204. Guests are welcome to participate in two Club activities or events, but thereafter are encouraged to join the Club.
205. The Club may publish a membership list in agreement with the club’s privacy statement including phone numbers and e-mail address to facilitate contact between members. Members contact information will not be given to third parties without their consent.
300 Duties of the Executive
301. The duties of the Executive shall be to promote the purposes and to manage the affairs of the Club. The Executive shall be guided by the expressed wishes of the majority of Club members. The Executive shall keep members informed of events and issues concerning the Club through the website and general meetings.
302. The Executive meets the second Tuesday of each month except for June, July and August. Members are welcome to attend and/or make presentations at Executive meetings.
303. The Executive Directors main duties are those described in the bylaws. As clarification and in addition the:
a. President shall chair all executive, general, and annual general meetings; represent the Club in dealings with government and other groups; supervise the other Directors; ensure that the Club constitution, bylaws and policies are observed; and prepare an annual report to the members and to Registrar of Societies;
b. Vice-President shall assist the President in the performance of his/her duties, and in the absence of the President, carry out the duties of that position;
c. Secretary shall record the minutes of executive, general, and annual general meetings, and maintain records of minutes and correspondence of the club;
d. Treasurer shall receive and disburse all monies on behalf of the Club, maintain the financial records required by the Societies Act, prepare an annual budget and financial reports as required by the Executive, and prepare an annual report for the members and Registrar of Societies; and,
e. Director-at-Large shall represent the interests of the members at large and serve on committees as required.
304. The club executive may appoint officers, who do not have executive responsibilities, to fulfill the following roles:
a. Past-President shall advise the Directors, receive nominations and oversee elections;
b. The Membership Officer shall review applications for membership, ensure waivers are filled out correctly, and maintain the Register of Members required by the Societies Act;
c. Education, Standards, and Safety Officer shall promote safe paddling, recommend safety standards, represent the instructors, and advise the Directors on risk management; and,
d. Program Officer shall chair program meetings, prepare an annual program budget, recommend specific program policies and procedures, promote education and training within the program, and coordinate program activities.
304. The bylaws state that the club must have a minimum of three directors. In the event there are not sufficient directors to fill all the positions, the duties are to be assigned to existing members of the executive as appropriate.
305. The Executive may establish committees as necessary, the terms of reference to be decided by the Executive. Committee members may be drawn from the Executive or the regular membership and will report to the Executive.
400 Financial Disbursements
401. Except as described in paragraph 402, no officer, director, or other person acting for the Club may spend an amount over $50 without prior approval of the Executive.
402. The Treasurer can pay customary account/bills over $50 without Executive approval.
403. Directors may spend up to $50 on incidental expenses within an approved annual program budget.
404. Any request to the Treasurer for reimbursement must be accompanied by a written receipt or invoice. The Treasurer will pay all accounts by cheque only.
405. The signature of any two Officers of the Club is required on cheques and other financial documents.
500 Fundraising and Sponsorship
501. Where fundraising events and sponsorship represent Campbell River Paddlers Association they shall:
a. have a clear purpose or goal;
b. have executive approval;
c. be supervised by a program director; and,
d. Monies collected to be dealt with according to the fundraising policy.
600 Codes of Conduct
601. Campbell River Paddlers Association requires that all club members and their guests conduct themselves in a manner that respects the General Code of Conduct.
Code of conduct
602. Club members and their guests should be attentive to and follow the guidance of club instructors, coaches, trip leaders, and co-ordinators of any club activity, especially when guidance is concerned with issues of personal and group safety.
603. Club members and their guests should have special regard for inexperienced paddlers in their group
604. Club members and their guests should respect those paddlers in their group who are experienced and use their knowledge as a resource.
605. Club members should realize that membership is a privilege.
606. Club members and their guests are obliged by law to offer assistance to anyone in genuine need on the water if they are able without putting themselves at risk.
607. Club members and their guests should offer assistance to anyone in need off the water.
608. Club members and their guests are expected to follow best practices of 'no trace' policies, and observe marine mammal regulations when participating in club events.
700. Communication
701. The primary means of communication with club members will be e-mail.
702. Club e-mail addresses are intended to be used as a means of communication between club members in order to facilitate the organization of club events.
703. Executive approval is required in the event of communications not pertaining to club events but potentially of interest to club members.
800. Amendment Formula for making changes to Policies
801. The club executive may make interim changes and additions to these policies as needed.
802. Changes and additions to these policies are considered interim policies until the membership has approved them by a vote at the Annual General Meeting.
