While in golf the immediate purpose of matches between individuals is to determine their skill in the game, it should be realized that the ultimate purpose is to promote a friendly and gentlemanly feeling among participants, and this sentiment shall influence both the interpretation and application of the constitution and Bylaws.
The Association will be operating a Social Club.
SCHEDULE A – CONSTITUTION
Part 1 – Name
The name of the Association is the “Squamish Valley Golf Club” which shall be affiliated with the B.C. Golf Association (at the discretion of the Executive).
Part 2 – Purposes
The purposes of the Association are to promote and engage in the sport of golf and allied recreational activities.
Part 3 – Access
The Squamish Valley Golf Club guarantees access to any recreational facility which is constructed in part or in whole with funds received from Her Majesty in the Right of the Province of British Columbia, to any person or persons who wish to use it in accordance with the purpose of the facility; the charge for using the said facility to those members of the public who are not members of the Association shall be either a daily or hourly charge, or other such charges as agreed upon between the Association and the Ministry of the Provincial Secretary and Government Service or the Ministry of Government charged with this responsibility. This clause shall be unalterable.
Part 4 – Dissolution
In the event of dissolution of the Squamish Valley Golf Club where the Squamish Valley Golf Club has received funds from Her Majesty in the Right of the Province of British Columbia to construct in part or in whole, any recreational facility, the Ministry of the Provincial Secretary and Government Services shall be advised prior to such action and any assets remaining after payment of all debts and obligations shall be distributed to a registered charitable organization with similar purposes in British Columbia as recognized by Revenue Canada, or to a suitable level of local government. This clause shall be unalterable.
SCHEDULE B – BYLAWS
Part 1 – Terms
Unless the context otherwise requires in this Constitution and Bylaws the expression:
The Association shall mean the Squamish Valley Golf Club.
The Executive shall mean the Executive Committee of the Association as elected or appointed under the provisions of the Constitution and Bylaws.
The President shall mean the President of the Association.
Part 2 – Interpretation
In these Bylaws, unless the context otherwise requires:
“Officer” means Officer of the Association for the time being.
“Society Act” means the Society Act of the Province of British Columbia from time to time in force and all amendments to it.
“Registered address” of a member means his address as recorded in the register of members.
The definitions in the Society Act on the date these Bylaws become effective to apply to these Bylaws, subject to the definitions herein.
Words importing the singular include the plural and vice-versa; and words importing a male person include a female person and a corporation.
Part 3 – Membership
Membership of the Association may be secured by:
obtaining the sponsorship of two members in good standing, and
obtaining approval of the Executive, and
paying a subscription, as described in Bylaw 7
on completion of all three conditions a certificate of membership will be issued to the member.
Only those who have paid or are in the process of paying the subscription fee shall be entitled to pay annual green fees
Payment of annual green fees as set by the Executive, shall entitle the Certificate Holder full use of the Golf Course and the Clubhouse, with exception of the Squash Courts and the Curling Rink.
Certificates of Membership purchased prior to January 1, 1994 or in the process of being purchased prior to January 1, 1994(on the waiting list prior to January 1, 1994), shall entitle the Certificate Holder and family (Spouse, Junior or Student), upon payment of annual green fees as set by the Executive, full use of the Golf Course and the Clubhouse, with the exception of the Squash Courts and the Curling Rink.
Class of Membership
Resident Member – a person who normally resides within the District Municipality of Squamish and who holds a Certificate of Membership.
Non-Resident Member – a person who normally resides outside the District Municipality of Squamish and who holds a Certificate of Membership.
Corporate Member – a corporation which holds a Certificate of Membership.
Honorary Member – a person who, having rendered meritorious service to the Association over a reasonable period of time, is elected to this class of membership by a majority vote at a General Meeting.
Life Member – a member or Honorary Member who has rendered distinctly valuable service to the Association over a period of not less than ten years and is elected to this class of membership by a majority vote at a General Meeting. A Life Member is entitled to all Club privileges free of charge.
Charter Member – a person who was one of the first one hundred and ten (110) members to join the Association at its founding.
Spousal Member – the spouse of a member (a Certificate Holder) whose certificate of membership was purchased or in the process of being purchased (on the waiting list) prior to January 1, 1994. A Spousal Member is a non-voting member and accordingly is not entitled to notice of or to vote at meetings of the Association. A Spousal Member may with the approval of the Executive purchase a Certificate of Membership at the fee determined by The Club.
Intermediate Member – an Intermediate Member is a non-voting member who has previously enjoyed the privileges of Junior Player and wishes to become a Resident or Non-Resident member. Terms and conditions for payment of the Subscription Fee for this class of membership shall be set by the Executive. Once the Subscription Fee is paid in full, the Intermediate Member shall become a Resident or Non-Resident member. The applicants for an Intermediate membership must:
have been a Junior Player for at least two years, and
apply for Intermediate Membership within two years of ceasing full time education or by their twenty-fifth birthday, whichever comes first.
Junior Player – a minor, who will reach twelve (12) years of age but who has not reached the age of nineteen (19) in the year he or she wishes to enroll. A Junior Player must be enrolled in a full time secondary education program. A Junior Player has no voting privileges and is entitled to those club privileges as determined byBoard of Directors from time to time. A Junior member may apply for a discount of 5% per year up to a maximum of 30% off the Initiation Fee, subject to being in good standing, discount applies to consecutive years of membership and approved by the Executive.
Student Player – a student, who will reach nineteen (19) years of age but will not reach more than twenty-five (25) years of age and is enrolled in a fulltime educational or post-secondary course of study. A Student Player is not required to be a child of a member. Upon reaching his or her twenty-sixth (26th) birthday or ceasing to be a full-time student, a Student Player may apply for Resident or Non-Resident membership according to the terms and conditions then prevailing.
A Corporate Member, whose certificate, in the judgement of the Executive was:
Purchased for the purpose of helping the club becoming established
Primarily purchased for an individual to use as a membership shall be permitted to convert or transfer the said certificate to a regular Certificate of Membership if all the following conditions are met:
All amounts owing are paid in full at the time of application for this transfer
Application must be made in writing prior to January 1, 1998 with proof of payment to the corporate member by the individual receiving the said Certificate of Membership of the original purchase price
The transfer must be approved by a majority vote of the Executive
The Certificate of Membership must be transferred to the original purchaser or his or her Spouse
The new registered owner of the Certificate of Membership must have reached the age of majority (19 years old) at the time of the transfer
The new Certificate of Membership shall assume all privileges that it would have had as a regular Certificate of Membership at the time of the original purchase, except that this is a one-time transfer and can never be transferred again, even on the death of the new owner.
The Executive Committee shall from time to time fix the maximum number permitted in each class of membership, the terms of membership, the initiation fees, loan subscriptions, annual dues, and the privileges accorded to each class of membership.
Each holder of a certificate of membership, other than a Spousal Member, Intermediate Member, Junior Player or Student Player shall be entitled to a vote at each meeting of the Association. The Certificate Holder must be present at the meeting, must be a member in good standing, and must vote in person. A Corporate Member may nominate a proxy which will have one vote. The form of proxy shall be:
I (we), (Corporate Member name), do elect (Individual’s Full Name) as our proxy for the General/Special Meeting of the Squamish Valley Golf and Country Club being held on (Date).
All subscriptions by new members shall consist of an interest-free loan to the Association, a Membership fee, and an Initiation fee, which is to be set annually by the Executive.
Upon termination of Membership, loans shall be redeemed from time to time as the funds of the Association permit, and at the discretion of the Executive. Repayment of deceased members’ loans shall receive first priority.
The majority of Active members of the Association who are eligible to vote shall be residents of the District of Squamish unless otherwise consented to in writing by the Municipality of the District of Squamish.
A person shall cease to be a member of the Association:
by delivering his resignation in writing to the Secretary of the Association or by mailing or delivering it to the address of the Association, or
on his death, or
on being expelled.
Certificates of Membership may with the approval of the Executive be transferred once to the Certificate Holder’s immediate family to include: spouse, children or grandchildren due to: i) death of the original Certificate Holder or ii) the receipt of a signed document from the original Certificate Holder indicating that they would like to transfer their Certificate to an immediate family member at the fee determined by The Club. The original Certificate Holder must stipulate in their document that they will relinquish, for all time, all rights to membership that they once had. The original Certificate Holder will be cancelled, and new Certificate issued.
Any member or player or corporate nominee, hereinafter called the individual, may be suspended or expelled from the Association for conduct unbecoming a member. The Secretary will inform the individual in writing that he is required to appear before the Disciplinary Committee as soon as possible and will also inform the individual in writing of the decision of that Committee. The individual has the right of appeal by meeting the Executive and such intent to appeal must be made in writing to the Executive Committee within fourteen (14) days of the mailing of the decision to the individual. The Executive’s decision at this meeting will be final. All mailing will be done by double registered mail.
The Secretary shall submit to the Executive the name of any member who neglects or refuses to pay any indebtedness to the Association within thirty days of formal request having been made by the Secretary. The Executive shall decide within thirty days thereafter whether or not the member shall be expelled for non-payment of such indebtedness.
Status of Membership
A corporate member may, on payment of annual green fees, nominate, by way of a letter to the Executive, an employee who shall assume the privileges and the responsibilities of a member herein called the Corporate nominee. Should a principal owner of the corporation be the nominee, he may only hold office with the approval of the Executive.
Players under the age of nineteen years shall be called Junior Players, and upon payment of the appropriate annual green fee, they shall be entitled to use these facilities of the Association for which they are eligible, provided that they shall not have the rights of a member. From time to time the status of the Junior Player is open to review by the Executive Committee.
Players who are attending college or University on a full time basis shall be called Student Players, and upon payment of the appropriate annual green fee, they shall be entitled to the use of these facilities of the Association for which they are eligible, provided that they shall not have the rights of a member. From time to time the status of the Student Player is open to review by the Executive Committee.
Every member, player, and corporate nominee shall uphold the Constitution and comply with these Bylaws.
All members are in good standing except a member who has failed to pay his current membership fee or any other subscription or debt due and owing by him to the Association, and he is not in good standing so long as the debt remains unpaid.
Part 4 – Meetings of Members
The Annual General Meeting of the Association shall be held on the fourth Sunday in October.
Special meetings of the Association may be called by the Executive at any time. Special meetings shall be held on written request to the Secretary by at least ten percent of the voting members. The Executive must call the meeting giving twenty-one days clear notice of receipt of the petition. No business other than that for which the meeting has been called will be transacted at any special meeting.
Executive meetings of the Association may be called at any time by the President, or in his absence, by the Vice-President, or in the absence of both, by any Officer. Fifty percent of the Executive shall constitute a quorum.
At least fourteen days’ notice of all General and Special Meetings shall be given by the Secretary in writing by mailing to the registered address of the members.
A quorum at all General and Special Meetings of the Association shall consist of at least twenty (20) members personally present at the meeting. If a quorum is not present at the start of an Annual Meeting the meeting shall stand adjourned for thirty (30) minutes at which time the members present shall constitute a quorum.
Order of business
Minutes of the last Annual General Meeting
Business arising from the minutes
Report of the President
Audited Financial Statement and report of the Treasurer
Reports of the Standing Committees
Election of Officers and Club Captain
Part 5 – Proceedings at General Meetings
Special business is:
All business at an extraordinary general meeting except adoption of rules of order, and
all business that is transacted at the Annual General Meeting except
the adoption of rules of order
the consideration of financial statements
the report of Officers
the report of the auditor, if any
the election of Officers
the appointment of the auditor, if required, and
such other business as, under these Bylaws, ought to be transacted at a Annual General Meeting, or business which is brought under consideration by the report of Officers issued with the notice convening the meeting.
No business, other than the election of a chairman and the adjournment or termination of the meeting shall be conducted at a General Meeting when a quorum is not present.
If at any time during a General Meeting there ceases to be a quorum present, business then in progress shall be suspended until there is a quorum present or until the meeting is adjourned or terminated.
A quorum is twenty (20) members present or such greater number as the members may determine at a General Meeting.
If a quorum if not present, the meeting, if convened at the requisition of members, shall be terminated.
If at a General Meeting;
there is not a President, Vice-President, or other Officers present within fifteen (15) minutes after the time appointed for holding the meeting, or
the President and all other Officers present are unwilling to act as chairman, the members present shall choose one of their number to be chairman.
A General Meeting may be adjourned from time to time and from place to place, but no business shall be transacted at an adjourned meeting other than the business left unfinished at the meeting from which the adjournment took place.
When a meeting is adjourned for ten (10) days or more, notice of the adjourned meeting shall be given as in the case of the original meeting.
Except as provided in this Bylaw, it is not necessary to give notice of an adjournment or of the business to be transacted at an adjourned general meeting.
No resolution proposed at a meeting need be seconded and the chairman of a meeting may move or propose a resolution.
In case of an equality of votes the chairman shall not have a casting of a second vote in addition to the vote which he may be entitled as a member and the proposed resolution shall not pass.
A member in good standing present at a meeting of members is entitled to one vote.
Voting is by show of hands.
Subject to Bylaw 6, voting by proxy is not permitted.
Part 6 – Directors and Officers
The Officers may exercise all the powers and do all the acts and things that the Association may exercise and do, and which are not by those Bylaws or by statute or otherwise lawfully directed or required to be exercised or done by the Association in General Meeting, but subject, nevertheless, to:
all the laws affecting the Association
these Bylaws, and
rules, not being inconsistent with those Bylaws which are made from time to time by the Association in General Meeting.
No rule, made by the Association in general meeting, invalidates a prior act of the Officer that would have been invalid if that rule had not been made.
The Offices of the Association will consist of a President, Vice-President, Treasurer, Secretary, and Past President, two of whom may be non-residents of the District of Squamish, and three Directors, two of whom may be a non-resident. These Officers must be Certificate Holders (voting members) of the Association in good standing, and they shall constitute the Executive Committee of the Association.
All Officers must be certificate holding members in good standing and shall be elected at the Annual Meeting, except for the Past President. They shall take office on January 1st of the following year and continue in office until they resign, or their successors are elected or appointed. The elected Officers may fill a vacancy, which may occur in their number by appointing a certificate holding member in good standing of the Association, other than an Associate member, to fill the vacancy until the next election of Officers.
The President shall become the Past President at the end of his term. If the President is unavailable to succeed to the position of Past President, the Executive shall appoint the most recent Past President available to fill the position.
The members shall elect the Club Captain at the Annual General Meeting, and the Captain shall be an official voting member of the Executive. The Executive may fill a vacancy which may occur by appointing a member in good standing until the next election of Officers at a General Meeting.
The office of President and Secretary shall be elected in even years for a two-year term and the office of Vice-President and Treasurer shall be elected in odd years for a two year term. The Directors shall be elected for a two-year term half of which shall be elected annually.
The Officers shall retire from office at the end of their term, whereupon their successors will take over office.
Separate elections will be held for each office to be filled.
An election may be by acclamation, otherwise it will be by ballot.
If no successor is elected the person previously elected or appointed may continue to hold office.
The members may by special resolution remove an Officer or Director before expiration of his term of office and may elect a successor to complete the term of office.
Bourinot’s Rules of Order will be the authority for the Association and the Executive.
Part 7 – Proceedings of Officers
The Officers may meet together at such places as they think fit for dispatch of business, adjourn and otherwise regulate their meetings and proceedings, as they see fit.
The President shall be chairman of all meetings of the Executive; but if at any meeting the President is not present within thirty (30) minutes after the time appointed for holding the meeting, the Vice-President shall act as chairman, but if neither is present the Officers present may choose one of their number to be chairman at that meeting.
An Officer may at any time, and the Secretary, on the request of an Officer shall, convene a meeting of the Executive.
The Executive may delegate any, but not all, of their powers to committees consisting of such Officer or Officers as they think fit.
A committee so formed in the exercise of the powers so delegated shall conform to any rules that may from time to time be imposed on it by the Executive, and shall report every act or thing done in exercise of those powers to the earliest meeting of the Executive to be held next after it has been done.
A committee shall elect a chairman of its meetings; but if no chairman is elected, or if at any meeting the chairman is not present within thirty (30) minutes after the time appointed for holding the meeting, the Officers present who are members of the committee shall choose one of their number to be a chairman of the meeting.
The members of a committee may meet and adjourn as they think proper.
An Officer who may be absent temporarily from British Columbia may send or deliver to the address of the Association a waiver of notice, which may be by letter, telegram, telex, or cable, of any meeting of the Executive and may, at any time, withdraw the waiver, and until the waiver is withdrawn:
no notice of meetings of the Executive shall be sent to that Officer, and
any and all meetings of the Executive of the Association, notice of which has not been given to that Officer shall, if a quorum of the Executive is present, be valid and effective.
Questions arising at any meeting of the Executive and the Committee of the Executive shall be decided by a majority of votes. In case of an equality of votes the chairman does not have a second or casting vote.
No resolution proposed at a meeting of the Executive or Committee of Officers need be seconded and the chairman of a meeting may move or propose a resolution.
A resolution in writing, signed by all the Officers and placed with the minutes of the Officers is as valid and effective as if regularly passed at a meeting of the Executive.
Part 8 – Duties of Officers
The President shall preside at all meetings of the Association and of the Officers.
The President is the Chief Executive Officer of the Association and shall supervise the other Officers in the execution of their duties. He shall also be a member ex officio of all committees.
The Vice-President shall carry out the duties of the President in his absence.
In the event of the absence of both President and Vice-President, the Officers present may elect one of their members to be chairman at their meeting.
The Secretary shall:
Conduct the correspondence of the Association
issue notices of meeting to the Association and Officers
keep minutes of all meetings of the Association and Officers
have custody of all records and documents of the Association except those required to be kept by the Treasurer
have custody of the common seal of the Association, and
maintain the register of members.
The Treasurer shall be responsible for keeping the financial records of the Association, including book of accounts necessary to comply with the Society Act, and subject to the approval of the Finance Committee of which he shall be a member. He shall collect dues and keep accurate accounts of all Association receipts and expenditures.
The Treasurer’s books shall be open to inspection by Officers or members of the Association, and must be audited before each Annual Meeting, at which the auditor’s report shall be presented.
In absence of the Secretary from a meeting, the Officers shall appoint another person to act as Secretary at the meeting.
The Executive may engage and dismiss employees and determine their remuneration. The Executive may appoint signing officers for bank purposes as they deem necessary to carry on business of the organization.
Part 9 – The Seal
The Seal of the Association shall not be affixed to any instrument except by authority or resolution of the Executive. The President or Vice-President and the Secretary shall sign every instrument to which the Seal of the Association is so affixed in their presence.
The Officers may destroy a seal and substitute a new seal in its place.
Part 10 – Borrowing
From time to time the Executive may authorize the Finance Committee to borrow funds for the operation of the Association. Such funds are credited to and are to be considered a first charge on the account.
From time to time, with the approval of a majority vote of the members present at a General or Special Meeting, the Finance Committee may be authorized to borrow funds for major capital improvements. Such funds are to be used only for the acquisition of, or the improvements of fixed assets of the Association. No debenture shall be issued without the sanction of a special resolution.
Part 11 – Auditor
The Officers of the Association shall appoint an auditor.
An auditor shall be promptly informed in writing of appointment or removal.
No Officer or employee of the Association shall be the auditor.
The auditor may attend General Meetings.
Part 12 – Bylaws
On being admitted to membership, each member is entitled to and the Association shall give him, without charge, a copy of the Constitution and Bylaws of the Association.
These Bylaws may be altered or amended by special resolution at any duly called meeting of the Association by a majority vote of seventy-five (75) percent of the members present.
No amendment shall be put to vote unless written notice shall have been mailed to each member at least fourteen days previous to the meeting at which the amendment is to be voted on and the proposed amendment stated in said notice.
Part 13 – Committees and Their Duties
There shall be five standing committees and the chairman of each committee, with the exception of the Match Committee, shall be appointed by the President from the elected Executive as soon after the Annual Meeting as possible.
The Finance Committee shall have charge of all the finances of the Association. Its duties will be to provide ways and means of obtaining revenue, supervise expenditures, and approve all accounts before payment. This committee shall consist of not less than three (3) members, one of whom shall be the Treasurer.
The Membership Committee shall review all applications of proposed members and present its recommendations to the Executive. The Membership Committee will be in charge of Junior development.
The Greens Committee shall act as a liaison between the Greens Superintendent and the Executive. The chairman of the Greens Committee, after consultation with the Executive, is the only person, other than the Greens Superintendent, who may order the course closed to ordinary play.
The Match Committee shall be appointed by the Club Captain and shall consist of members in good standing. This Committee will work with the Professional on Club functions.
The House Committee shall be responsible to the Executive for the operation and maintenance of the Clubhouse. The chairman of the House Committee is the only person who, after consultation with the Executive, may order the Clubhouse closed to ordinary activity. In addition, the chairman of the House Committee is the chairman of the Management Committee, which is responsible for the coordinated operation of the Clubhouse, and related facilities.
There shall also be a Nominating Committee which shall be appointed by the President at least thirty (30) days prior to the Annual Meeting. This Committee shall consist of three (3) members of the Association in good standing and shall be chaired by the Past-President. The function of this Committee shall be to assemble a slate of officers for approval by the Executive which shall be presented to the Annual Meeting.
A Disciplinary Committee will be appointed by the President as required. It will consist of three (3) members of the Association. Its duties will be to meet with the member or player or corporate nominee to hear his version of his conduct and to rule on said conduct.
The Chairman of each Committee shall provide a written report at each Executive Meeting, and a written report at the Annual Meeting which will give account of year’s operations and make recommendations.
The Executive shall be responsible for the safe-keeping of all documents of title, and books of account, securities, and other assets of the Association.
The books and records of the Association, except those considered to be privileged by the Executive under the solicitor-client relationship, shall be open to inspection by any member thereof at any regular or special meeting; or on written request to the Executive stating purpose of request at any reasonable time and at a convenient place provided one or more members of the Executive is present at the time.