Lightning Fencing Club - Winnipeg
Lightning Fencing Club is a non-profit volunteer organization, whose purpose is to promote and develop the sport of fencing in Winnipeg.
Article I: NAME
The name of the organization shall be Lightning Fencing Club - Manitoba and for the purposes of this document will be referred to as the “Club”.
Article II: PURPOSE
2.1 The Club will operate for the following reasons:
To encourage and promote both recreational and competitive fencing in and out of the community of Winnipeg;
To provide instruction in various aspects of fencing;
To encourage and support club members interested in competitive or high performance fencing through provincial, national & international competition; and to liaise with other fencing clubs.
Article I: GENERAL
1.1 These bylaws relate to the general conduct of the affairs of the Lightning Fencing Club, referred to as the "Club" in these bylaws.
1. 2 Definitions: The following terms have these meanings:
Board - the Board of Directors for Lightning Fencing Club
CFF - Canadian Fencing Federation
Employee - a member who has signed a contract for payment with the Club for their services
Member - shall include all categories of membership pursuant to Club constitution and bylaws
Member in Good Standing - a member of the Club, who has paid his/her dues, has not ceased to be a member and has not been suspended or expelled from membership, and has not been designated by the Board as a member not in good standing due to disciplinary judgement.
MFA - Manitoba Fencing Association
Officer - a member of the Board of Directors who has signing authority for the club regarding financials
Senior Coach - as designated in accordance with the Coaching Policy and Senior Coaching Contract
1.3 Unless otherwise specified, meetings of Members and meetings of the Board will be conducted in accordance with the latest edition of Robert's Rules of Order.
Article II: MEMBERSHIP
2.1 Every Club member will be registered in one of the following membership categories:
General Member: Those members who have registered as active participants in the Club
Associate Member: Those members who are not active fencers, but wish to have a role in fencing as a volunteer.
2.2 All members must have a current membership with the MFA and CFF.
2.3 The Membership year will run from August 1 to July 31 to align with the MFA/CFF year.
2.4 Members and guests shall at all times observe the policies, rules and Code of Conduct of the Club.
2.5 All members have the right to participate in registered classes, social activities of the club, and borrowing of equipment in accordance with the Equipment Borrowing Policy.
Article III: GOVERNANCE
Composition of the Board
3.1 The Board shall consist of five (5) members in good standing, who hold the voting positions of President, Vice-President, Treasurer, and two (2) Member-at-Large positions, one 2-year term position, and one 1-year term position); plus one Senior Coach.
3.2 A Senior Coach with the Club will be an ex-officio (non-voting) member of the Board, and will be selected in accordance with the Coaching Policy.
3.3 Members of the Board must be elected/selected. Board positions are considered volunteer positions;
Board members are not remunerated for their service.
Powers of the Board
3.4 The Board is responsible for the operations of the Club, including but not limited to: ensuring coaches’ contracts are in place, liaising with the MFA, setting policies and guidelines regarding club operations, managing the club finances and day-to-day operations.
3.5 The President, Vice-President, and Treasurer shall be officers of the Board and shall have financial signing authority for the Club. Two officers are required to sign each cheque.
3.6 The Board will set membership rates.
3.7 The Board has the responsibility to review any member status in accordance with the Code of Conduct, the Conflict of Interest and all other Club policies.
Election of Board Members
3.8 All members in good standing, unless disqualified by being less than 18 years of age or holding a position of employee with the Club, have the right to stand for Board positions. For members in good standing who are less than 18 years of age, one (1) parent/legal guardian may stand for board positions on their behalf.
3.9 Elections - the following board positions are elected as follows:
a. The President and Member-at-Large (2-year term) will be elected on an odd numbered year at the AGM for a two-year term. A president and Member-at-Large (2-year term) may hold office for only four consecutive terms, unless no opposition.
b. The Vice-President and Treasurer will be elected on an even numbered year at the AGM for a two-year term. A vice-president and treasurer may hold office for only four consecutive terms, unless no opposition.
c. The Member-At-Large (1-year term) will be elected annually at the AGM for the one-year term, and may hold office only for four consecutive terms, unless no opposition.
3.10 Board members elected at the annual general meeting (“AGM”) will assume their roles no later than July 15.
a. The time between the AGM and July 15 shall be considered the Board Transition Period. During this time, existing board members are still completing their terms, switching over bank authority and the like; they will remain responsible for all club operations until documentation has reflected the change, but will be in place no later than July 15. Newly elected board members who have not yet started their terms shall be included in the activities of the existing board during the Transition Period in order to ensure proper orientation to and smooth transition of Club operations to the new Board.
Duties of Board Members
3.11 The duties of Board Members are addressed within the Portfolio Listings and Committee Terms of Reference. All board members must actively assume various portfolios relevant to the operation of the Club.
Resignation and Removal of Board Members
3.12 A board member may resign from the Board at any time by presenting his/her notice of resignation to the Board. This resignation shall become effective the date on which the request is accepted by the Board. Where a board member is subject to disciplinary investigation or action from the Club, a resignation will not necessarily stop said investigation or action.
3.13 An elected board member may be removed before the completion of term by majority vote of the Board members present at a board meeting, provided the board member has been given notice, and provided an opportunity to be present and heard at such meeting.
Filling a Vacancy on the Board
3.14 In the event that a Board member gives up his/her position for any reason, the duties of that person may be assumed by a volunteer from the general membership.
a. The Board shall post the available position for a minimum of 7 calendar days.
b. The successful member will fill the vacated position for the remainder of the existing term, subject to ratification at the next AGM.
c. If the membership does not ratify the incumbent, an election must be held at the AGM to replace that member for the remainder of the term. In such case, the elected replacement shall assume the Board position upon the adjournment of the AGM.
Meetings of the Board
3.15 The Board shall hold a minimum of two (2) meetings per year, to be held at any place or time as determined by the Board. Meeting minutes will be taken and made available to the membership.
3.16 Board quorum shall be two-thirds / sixty-six percent (66%) of the filled positions, and remains in effect until the meeting is adjourned. Board business will be conducted by majority vote.
3.17 Meetings of the Board will be closed to members and the public, except by invitation of the Board.
3.18 The Board may appoint such sub-committees or volunteers as may be required to advise the Board on matters affecting the Club, or to run facets of Club programming on behalf of the Board.
3.19 The Board will appoint a standing Audit Committee to review the financial information with the Treasurer on an annual basis.
3.20 The management of the Club financial matters shall be conducted by the Board. Financial data shall be recorded and kept. Financial report will be presented at the AGM.
Article IV: MEETINGS OF MEMBERS
4.1 Meetings of Members shall include Annual General Meetings and Special General Meetings. A minimum of 21 days’ notice is to be provided for general or special meetings.
4.2 The Annual General Meeting (AGM) shall be held once per year and shall be normally held at the end of regularly scheduled programming.
4.3 Special Meetings of the Membership may be called at any time by the Board or as petitioned to the Board by a minimum of 5% of the membership. Special Meeting notification shall include all business to be transacted at that specific meeting.
Voting at Meetings of Members
4.4 All members in good standing have the right to vote on all business conducted at Member meetings.
Members over the age of 18 years have one (1) vote; members under the age of 18 years, one (1) parent/legal guardian is allowed to carry the vote on behalf of that member.
4.5 At the beginning of each meeting, the Board may appoint one or more scrutineers who will be responsible for ensuring the votes are properly cast and counted.
4.6 Ordinary business of the Club shall be decided by majority vote of the membership.
4.7 Proxies are permitted for annual or special meetings of the membership. Only a member eligible to vote can issue a proxy submitted direct to the board. The Club will make available a proxy ballot. The form must include detailed options for instructing the proxy relevant to the meeting agenda. The signed form must clearly indicate the member, and proxy instructions.
Article V: QUORUM
5.1 The quorum for the Member Meetings shall be 20% of the membership. In absence of quorum, elections may still be held.
Article VI: AMENDMENTS TO CONSTITUTION & BYLAWS
6.1 Any changes to the Constitution and Bylaws shall only be made after approval by a two-thirds majority vote of the membership present at the general meeting. Amendments to the Constitution and Bylaws can only be moved by members in good standing.
6.2 Amendments to the constitution and bylaws which have passed will be effective immediately upon adjournment of the meeting, unless otherwise specified in the motion.
Article VII: DISSOLUTION
7.1 Upon the dissolution of the Club, any funds or assets remaining after paying all debts will be distributed to an incorporated non-profit Canadian organization as determined by the Board.
Lightning Fencing Club (Manitoba) has always been a sport club "owned" by the current members.
We are also a registered nonprofit organization in Manitoba.
Elected members form the Executive governing body (Board) of the club.
Board members are elected at Annual General Meetings (AGMs) to govern the affairs of the club.
The Board members are legally responsible for the activities of the club and as such, bear legal responsibility in the event that there is any legal action taken against the club. The Board members have the sole responsibility to enter into contracts and manage the financial affairs of the club. No one other than the Board can speak for or enter into agreements on behalf of the club, in any matter.
Members of the club are welcome to submit comments, suggestions and ideas to the Board for the purpose of asking the Board to consider new or modified programming, issues with how the club is running and complaints about any issues they may have with governance, personnel or other matters. The Board members will listen and act as deemed financially and legally prudent, without bias. Communications with the members via email have frequently encouraged comments and suggestions.
The Board members are elected at an Annual General Meeting (AGM) as described in the current constitution/by-laws.
The AGM is a yearly occurrence where the Board members report on the financial health of the club and hold elections of Board members who's terms are ending. Nominations of those wishing to fill those positions are typically provided prior to the AGM however nominations may be made at the meeting. Those people currently in the positions may stand for re-election if allowed by the constitution/by-laws.
The members (members 18 and older or a parent of a minor child member) attending the meeting are eligible to cast a vote.
The positions for Vice-President and Treasurer are currently elected on even numbered years for a 2 year term.
The position of President is currently elected on an odd numbered year for a 2 year term.
The current Board consists of an odd number of people. The President carries a vote in the event a decision must be made on matters before the Board and there is a tie.
The Board is composed of unpaid volunteers.
Other business may be brought up at the AGM and depending on the nature of the business, may be voted on or deferred to an advisory committee for study. Such committees typically meet to discuss the deferred matter and create a final proposal that may be voted on at a special general meeting or the following year's AGM, if the issue is not critical. A call for volunteers to be part of an advisory committee may be made at the meeting.
Any advisory committee formed should have an Board member as part of the committee.
When an AGM is scheduled, we encourage as many members as possible to participate. Your input is essential for good governance. When you are informed about all of the issues presented at the meeting and you participate in the discussions, you are therefore in a good position to make informed decisions.
Effective June 22, 2019, a new constitution has been adopted. Major highlights:
The term Executive has been changed to (Governing) Board.
Two Members-at-Large positions have been added to the Board and a non-voting senior coach will be allowed to sit on the board.
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Other legal stuff: No one has permission to create or maintain a presence on ANY social media service using the name Lightning Fencing Club (LFC) if it refers to the legal entity existing in the city of Winnipeg in Manitoba Canada. Permission can only be granted with the express written permission of the Lightning Fencing Club executive Board; the legal representatives of the club. Permission is only granted with caveats attached. Any social media account created must be sanctioned by the Lightning Fencing Club governing Board. Any social media account created without our (LFC) permission is unauthorized and is in violation of our policy. Such social media accounts created without our (LFC) permission must be deleted or the administrative login name and password must be surrendered to the LFC Board.
We take the publication of member photos (and identification), particularly minors, very seriously and will defend our right to refuse permission for anyone other than the Lightning Fencing Club Executive to publish in any medium, including any social media. Please notify us if any pictures of your child show up under our name and you would like them removed. We try not to post any pictures without permission, but sometimes errors are made and we will correct them immediately upon notification.
Key: LFC - Lightning Fencing Club (Manitoba Inc.)
ATTENTION: Please log-in to the CFF website to register with the CFF and the MFA.
If you do not have an account, please create one.
Those members who were registered by the club may have us do it again for the new season.
If you want to do it yourself, contact us for the log in information.
Registration Instructions and Fee Schedule
Fees are payable in two parts.
The required Association fees are payable on-line via credit card.
All registered fencers in Manitoba are required to submit these fees.
Please go to http://fencing.ca/purchase-a-cff-licence/ to log in or to create an account and follow directions.
GO HERE FOR LIGHTNING REGISTRATION INFO AND FORMS.
LIGHTNING FENCING CLUB
Note: for accounting simplicity, we reserve the right to round up to the nearest $5.00
Note: Fees are subject to change prior to the start of the fencing season in September.
The CFF and MFA fees are payable via a secure on-line transaction server that accepts major credit cards.
A CFF/MFA/LFC receipt will be sent to the email address that was entered during the on-line registration process.
Please keep a copy of this receipt for your records, and submit a copy of the receipt to Lightning Fencing Club, as proof of registration.
Lightning Buddy Discount:
When 2 or more people register together (ex: friends, family members)
Lightning offers a discount on the CLUB portion of the fee for each person.
Lightning Equipment Discount:
If you happen to have and use at least two pieces of your own safe and useable fencing gear (glove not included), the above discounts would apply.
This would be any two items from this list: mask, jacket, sword, chest protector, body cord.
1)One discount type per registration (either buddy discount OR equipment discount)
2)No discount on the club upgrade fee
The Lightning Fencing Club provides the necessary fencing gear for new members to use at no cost.
You do not have to buy++ anything to learn to fence. However, if you wish, you can buy your own equipmentfrom local sellers or via the many companies that sell on-line.
Note: Fencing gear is provided to registered Lightning Fencing Club members during participation in Lightning fencing programs. This gear is owned by Lightning and is available to participants for the duration of their current membership. All loaned gear remains the property of Lightning Fencing Club
++LIGHTNING FENCING CLUB reserves the right to require all participants to purchase their own basic fencing glove. ($15-20)
RECEIPTS for club fees will be issued upon receipt of any payment, upon request.
Receipts will be provided to the person who fills in the registration form for the minor child.
CFF : Canadian Fencing Federation
LFC : Lightning Fencing Club
MFA : Manitoba Fencing Association
FIE : FEDERATION INTERNATIONALE D'ESCRIME (International Governing Organization for Fencing)
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