31 Dec 2012 (CT)
SAMPLE EDMONTON GARRISON
INSERT NAME OF CLUB BY-LAWS
PURPOSE
1.
The purpose of these by-laws is to provide operational and administrative guidelines on
how the (INSERT NAME OF CLUB) Club will function and be hereby referred to as “the Club”.
TERMS OF REFERENCE OF CLUB EXECUTIVE
2.
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The President (must be Regular Force Member) is responsible:
a.
for all matters of policy related to the operation of the Club;
b.
to be familiar with the Club Constitution and By-laws, as well as DND Health, Fire
& Safety Standards, and enforce and uphold all policies and procedures;
c.
to ensure members of the Club Executive carry out their duties as outlined by the
Club Constitution and By-Laws;
d.
to arrange for the Vice President to fill in for the President during his/her absence;
e.
to act as chairperson for committee, general or special meetings;
f.
to liaise with other Garrison organizations/personnel as required;
g.
to represent the Clubs’ interests at the CR Council meetings and/or to ensure a Club
representative is present at the meeting when unavailable to attend;
h.
to ensure budgets, amendments to the Constitution and Bylaws, minutes, etc…, are
submitted to the CR Office for authorization staffing as applicable;
i.
to recommend and prepare Capital Expenditure Requests (CERs) for submission;
j.
to report all matters pertaining to the Club through the Edmonton Garrison
Community Recreation Manager (Comm Rec Mgr);
k.
to supervise and monitor the financial aspects of the Club;
l.
to have financial signing authority for the Club NPF Accounts; and
m.
to submit a Club budget to the CR Office each fiscal year.
3.
The Vice President (must be Regular Force Member) is responsible:
a.
to assist the President in the operation of the Club;
b.
to be familiar with the Club Constitution and By-laws, as well as DND Health,
Fire & Safety Standards, and enforce and uphold all policies and procedures;
c.
to act as President in his/her absence;
d.
to act as Club Distribution Account (DA) Holder;
e.
to assist in the preparation of the next fiscal years’ budget; and
f.
to have financial signing authority for the Club NPF Accounts.
4.
The Secretary (should be a Regular Force Member but may be a Regular Reserve or
Ordinary Member if a Regular Force Member does not volunteer to stand provided that this
nomination is approved by the Base Commander 3CDSB Edmonton (BComd 3CDSB
Edmonton)) is responsible:
a.
to maintain a current nominal roll of all Club members as required by the CR
Office;
b.
to record the proceedings of all general meetings, prepare meeting minutes for
Club President review and signature;
c.
to forward the signed meeting minutes to the CRA\ Office for final approval;
d.
to prepare all Club correspondence;
e.
to administer the Club’s correspondence on an as required/current basis;
f.
to maintain all Club files; and
g.
to have financial signing authority for the Club NPF Accounts (only if the position
is held by a Military Member).
5.
The Treasurer (should be a Regular Force Member but may be a Regular Reserve or
Ordinary Member if a Regular Force Member does not volunteer to stand provided that this
nomination is approved by the BComd 3CDSB Edmonton) is responsible:
a.
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for the handling and safekeeping of all monies for deposit to the Clubs’ NPF
Account;
6.
b.
to record and maintain all financial transactions and records of the Club;
c.
to interact with NPF Accounts personnel to resolve financial concerns of the Club;
d.
e.
to advise Club members and the executive of all matters pertaining to Club
finances;
to order and pay for all Club supplies and/or equipment;
f.
to assist in the preparation of the next fiscal years budget;
g.
for preparing Capital Expenditure Requests (CER’s) for expenditures over $1000
for Club President’s signature; and
h.
for having financial signing authority for the Club NPF Accounts (only if the
position is held by a Regular Member).
The Technical Advisor is responsible for:
a.
to maintain a current record of all Club member qualifications as required by the
applicable governing association;
b.
to advise Club members of new and/or technical views being considered within
the Association; and
c.
to act as Club safety representative.
ELECTION, RESIGNATION AND REPLACEMENT PROCEDURES
7.
The election of Club officers shall be conducted annually, normally at the September Annual
General Meeting (AGM). Nominations will be accepted up to two weeks before the AGM. Terms
of office will be from 1 October for one year. Resignations must be submitted in writing to the Club
Executive Committee at least one month in advance, if possible. Vacancies of these positions will be
filled by appointment by the President, subject to the approval the Club Executive, for the balance of
the term. The vacancy of the President’s office, should this occur, will be filled by advancement of
the Vice President, whose vacancy will in turn be filled by appointment as outlined above.
FINANCE
8.
The following financial management considerations shall be observed:
a.
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all financial matters shall be conducted in accordance with NPF financial procedures
outlined in the A-FN-105-001/AG-001, Non-Public Fund Accounting Procedures
Manual;
b.
sponsorship and donations shall be conducted in accordance with the DGPFSS
Sponsorship Policy and Edmonton Garrison Standing Order 112;
c.
the NPF Accounts Manager, or a representative, shall be informed prior to the
holding of a meeting of the Club to approve the annual Club NPF budget so that they
may attend the meeting in an ex-officio capacity as required; and
d.
all financial authorities, assessments, costs, etc…, shall be recommended by the CRA
Executive Council during a General Meeting and approved by the BComd CFB/ASU
Edmonton, or delegate, via the CRA Executive Council meeting minutes prior to an
expenditure occurring.
9.
The Club shall conduct all financial transactions through the NPF Accounting Office and be
responsible for overseeing its NPF Account, ensuring that it is always operating in the black. Club
revenues are to be deposited directly into the NPF G4S Machine located in its designated office
space in the CANEX Express Mart Post Office. The CANEX Express Mart is located in the
CANEX strip mall on Range Road 244 in Lancaster Park. A list of Club Executive, approved to
make deposits, shall be provided to the NPF Accounts Office. These designated individuals shall be
provided with a ME Access Number to access the NPF G4S Machine. Club expenditures and direct
cheque requests for payment are to be submitted to the NPF Accounting Office for administrative
action.
10.
The Club shall be required to submit an annual budget, forecasting in detail, the expected
revenue and expenditures of the club for the upcoming year. The Comm Rec Mgr will advise as to
when this annual budget is due. The following provisions will apply:
a.
three quotes and specific details must be attached to any purchase over $1000,
approved at a Club General Meeting, and included in the meeting minutes for
submission to the BComd 3CDSB Edmonton for approval;
b.
requests for assistance for Capital Expenditures over $1000 must be fully justified
and approved prior to any disbursement of funds; and
c.
the annual budget must be reviewed by the CR Council prior to being submitted to
the BComd 3CDSB Edmonton via the CR Council meeting minutes for approval.
11.
Approval of the Club budget constitutes approval of the expenditures therein, subject to the
availability of funds within the Club NPF Account. The executive shall be authorized to purchase
equipment as detailed on the Club’s annual approved budget without authority of the general
meeting. Unforecasted, or unspecified, expenditures that are not detailed in the Club budget, must
be approved by the BComd CFB/ASU Edmonton prior to expending the fund via Club meeting
minutes, prior to the expense taking place.
12.
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A Delegation of Authorities for Financial Administration of NPP Form shall be filled out by
those Club executive members who are authorized to sign for the Club financial transactions
(normally the Club President, Vice President and Treasurer) and be forwarded to the CR Office for
administrative action. Only Club executive members who are Regular Military Members are
authorized to sign for Club financial transactions unless otherwise authorized by the BComd 3CDSB
Edmonton. The Club President, Vice President and Treasurer shall complete the Non-Public
Property Financial Delegated Authorities and Contracting Course prior to having full signing
authority.
INVENTORY CONTROL
13.
The control of inventory within the Club will be in accordance with the policies and
procedures governing the operation of NPF accounting in CFP 105 and all other applicable
regulations and orders that may be promulgated under the authority of the BComd 3CDSB
Edmonton. The following procedure will be adhered to:
a.
an inventory holder will be appointed (normally the Club Vice President);
b.
non expendable items will be entered on the Club DA and NPF Accounts;
c.
inventory numbers will be assigned;
d.
inventory items will be marked for identification;
e.
loan-out system will be implemented; and
f.
an annual audit check will be done by a CRA Office representative.
WRITE-OFFS
14.
The disposal of all NPF property shall be in accordance with A-FN-105-001/AG-001 Chapter
28 and subject to the recommendation of the CRA Executive Committee with the authority of the
BComd 3CDSB Edmonton. Details of how write-offs are conducted and documented are contained
in the Edmonton Garrison Personnel Support Programs (PSP) Standard Operating Procedures (SOP)
2-2. The Losses and requests for disposal shall be recorded in the Club meeting minutes as
applicable and be submitted to the Comm Rec Mgr for appropriate staffing. Deletion from property
records shall not be affected until the CR Council meeting minutes authorizing the write-off or
disposal are approved. Details of the write-off request should include the item inventory number,
date and value at purchase, the present estimated value, description of the item and an accompanying
photo of the item if possible. Losses of property shall be investigated as required by QR&O 21.72
and 21.73.
FEES
15.
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Recreation clubs may, subject to the recommendation of their operating budget by the CRA
Executive Council and subsequent approval of the BComd 3CDSB Edmonton, charge fees to
provide all or part of the funds required for operation of the club. The annual or semi-annual budget
for each club, including the details of all club membership charges and fees, shall be submitted as
part of the club annual budget. The rank of an individual shall not be used to determine the amount
of membership or other fee charged. The (INSERT CLUB NAME HERE) Club fees are as follows:
a.
Club Membership Fees: (INSERT DETAILED INFORMATION ABOUT CLUB
FEES IN THIS SECTION); and
b.
if the Club has other fees for use of equipment or course costs etc…, this
information should be detailed here as well.
OPERATIONAL DETAILS
16.
Place and Hours of Operation. The Club will meet at (INSERT THE LOCATION
WHERE THE CLUB MEETS) on (INSERT THE DAY(S) THE CLUB MEETS) and (INSERT THE
HOURS OF OPERATION FOR THE CLUB). Details about who has key access, if required,
should be specified in this paragraph.
17.
Operational Cycle. The Club will operation from (INSERT MONTH) to (INSERT
MONTH). Details of when specific annual events, courses or fundraising should be specified in
this paragraph.
18.
NPF Consolidated Insurance Program. All authorized Edmonton Garrison Clubs are
automatically cover by the NPF Consolidated Insurance Policy as described in Chapter 11 of CFP
105 (Policy and Procedures for Non-Public Fund Accounting). This insurance policy provides
for protection against loss and damage of non-public fund property, and, for public liability of the
BComd CFB/ASU Edmonton as the person responsible for the operation of Edmonton Garrison
Recreation Club sponsored activities. There is no requirement for additional coverage except
when the club is conducting activities off the base in a non-military facility. There is no
coverage provided for participation in the activity. All participants must sign a form releasing the
Club from responsibility for injuries or wrongdoing and be advised to seek personal injury
insurance. All participants must sign a Release of Liability Waiver of Claims, Assumptions Of
Risks and Indemnification Agreement form attached as Annex A. This waiver releases the
Club from responsibility for injuries or wrongdoing. Club members are also to be advised to
seek personal injury insurance prior to engaging in Club activities.
19.
Reports and Returns. The (INSERT NAME OF) Club shall maintain detailed records of its
activity for use by Edmonton Garrison authorities. Detailed records will be kept concerning Club
membership, expenditures, revenue, and Club special events and activities. These records shall be
maintained by the Club executive, and, a copy forwarded to the CRA Office. Each time there is a
change in Club membership, Club executive or Club hours of operation the CRA office is also to be
informed. Dormant club files, no longer required, are to be forwarded to the CRA Office for
retention or disposal as required.
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20.
Information about Club required reports and returns should be detailed here. It should
include applicable association guidelines, deadlines and safety regulation details.
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ORDER OF BUSINESS
21.
Meeting Format. The format of each meeting as be as follows:
a.
meeting is called to order;
b.
previous minute are read and passed;
c.
treasurer's report read and passed;
d.
reports from sub committees;
e.
old business;
f.
new business;
g.
open discussion; and
h.
adjournment.
22.
Club Procedures. Policies and procedures governing avenues of voicing complaints,
bringing guests to Club activities and functions, security and house rules about the day by day
activities of the Club will be drawn up and approved by a regular business meeting of the Club.
These rules are to be written here and displayed in the clubroom and adhered to by all members.
ADOPTION OF BY-LAWS
23.
These By-Laws were adopted at (INSERT TYPE OF) meeting held on (INSERT DATE OF
MEETING).
Annex:
Annex A - Release of Liability Waiver of Claims, Assumptions Of Risks and Indemnification
Agreement
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