(Revised January 5, 2009)
Article 1: Name
1.01 The organization shall be called “JOLLY HARBOUR
YACHT CLUB” (hereinafter referred to as “the Club”).
Article 2: Purposes of the Club.
2.01 The purposes of the Club are:
(a) To provide an informal and friendly environment through
which to foster yachting, sailing, boat racing and general
seamanship within the waters of Antigua and Barbuda via whatever
means the members deem fit including, but not limited to,
weekly racing, annual regattas, boat related events, social
activities, lectures and workshops.
(b) To encourage the development of young sailors and novices
within the Nation and to overcome any barriers of politics,
race and religion through common interest.
(c) To provide a nucleus from which sailors and power boaters
may gain knowledge, assistance, inspiration and other mutual
benefits.
(d) To conduct various money raising projects in order to
fund the aims of the Club
Article 3: Definition of the Club Year
3.01 The year for the purposes of business of the Club shall
be defined as follows:
(a) From 1 January to 31 December inclusive each year.
(b) Any reference to a year in the Bylaws of the Club will
be taken to mean 1st January to 31st December unless otherwise
stated in the Bylaws.
JOLLY HARBOUR YACHT CLUB BYLAWS
(Revised January 5, 2009)
Section 1: MEMBERSHIP
1.01 Communication and Member Responsibilities
(a) Membership in the Club shall be open to all sailors, power
boaters and other persons interested in marine activities
whose aims are in accordance with those of The Club.
(b) Communication and distribution of information relating
solely to Club Business shall primarily be via e-mail.
(c) It shall be the responsibility of each member to notify
the Secretary of any change of address, contact telephone
no. or e-mail address.
(d) It shall be the responsibility of each member to provide
basic, non intrusive information for the Club Database held
by the Membership Secretary via the Application Form (see
1.02 (a)). The purpose of the Database is to inform the Executive
Committee of member’s specific interests to allow the
Club Events to be targeted more effectively. The information
required will be: Name; Date of Birth; Preferred E-mail Address;
Preferred Telephone No.; Main Interest in the Club; Boat Details;
Availability during the Club year; Membership Status and Skills
offered to the Club. Members will be under no obligation to
provide these details. However, the lack of this information
may result in a failure to achieve maximum benefit from membership.
(e) It shall be the responsibility of each member to use any
access to other member’s e-mail addresses respectfully
and responsibly and not abuse members or use e-mail addresses
for any purposes other than bona fide Club Business, unless
otherwise agreed by the members concerned. Any abuse of members
or e-mail access upheld by a simple majority of the Executive
Committee shall result in withdrawal of membership and a life
ban with no refund of fees paid.
1.02 New Members
(a) Prospective new members shall be required to complete
a simple Application Form to be submitted to the Executive
Committee for acceptance.
(b) The Executive Committee members will make any enquiries
they see fit and the prospective new member will be elected
as member in the appropriate category upon a simple majority
vote (at an Executive Committee meeting or by e-mail) and
receipt of Membership Fees due.
1.03 Membership Cards and Validity
(a) All Members will be issued with a Membership Card relevant
to the Club year for which their membership is valid. Membership
will run from the date of issue of the Membership Card to
31st December of the relevant Club Year.
1.04 Membership Categories
Please Note: A Member in Good Standing (hereinafter referred
to MGS) is defined as any member from the categories Single
Annual, Family Annual (either or both spouses), Junior Annual,
Honorary Annual and Life as detailed below.
(1) Single Annual: Single Annual Members shall:
(i) be entitled to voting rights at any Special General Meeting
(hereinafter referred to as SGM) or Annual General Meeting
(hereinafter referred to as AGM).
(ii) be entitled to gain access to any “member’s
only” areas and activities
(iii) be entitled to take part in any events of the Club (upon
payment of any applicable additional fees) as they so desire.
(iv) be entitled to any discounts that the Executive Committee
may negotiate from time on behalf of the Club
(v) receive periodic updates regarding Club matters via email
(2) Family Annual: Family Annual Members shall:
(i) enjoy all rights accorded to Individual Annual Members
for each member of a “family group”.
(ii) be limited to a mother, a father and their children under
8 years of age during the term of membership.
(iii) be allowed one vote for each spouse. (Children will
not have voting rights).
(iv) receive periodic updates regarding Club matters. It will
be the responsibility of the family group to notify the Secretary
if updates are to be sent to one or both Spouses. The default
will be both.
(3) Junior Annual: Junior Annual Members shall:
(i) be under the age of 18 years at any time during the Club
year in which membership or renewal is sought
(ii) be entitled to attend Students Workshops/Classes (upon
completion and submission of enrolment forms and after payment
of any associated fees, subject to availability)
(iii) be advised of, and may attend, all Junior member functions
(iv) not have any voting rights in matters pertaining to the
Club.
(v) receive periodic updates regarding Club matters via email
(4) Honorary Annual: Honorary Annual Members shall:
(i) be appointed at any Executive Committee meeting. Membership
to be valid to the end of the Club Year.
(ii) enjoy all the rights and privileges of Single Annual
Members except the right to vote or hold office.
(iii) be re-appointed annually in order to retain the title
of Honorary Member.
(iv) receive periodic updates regarding Club matters via email
(5) Life: Life Members shall:
(i) pay a one off Life membership fee at a rate to be decided
from time to time by the Executive Committee.
(ii) enjoy all the rights and privileges of Single Annual
Membership.
(iii) receive periodic updates regarding Club matters via
email
1.05 Renewal of Membership
(a) Renewal of membership shall take place during the month
of December of each year.
1.06 Membership Fees:
(a) Shall be determined by the membership at any SGM or AGM
as required from time to time.
(b) Shall be paid in advance of the AGM (see 2.01 below) to
ensure the voting status of MGS is achieved.
(c) Shall be reduced for any member suffering hardship or
who is attending full time education and is in need if subsidy
of fees if so agreed at an Executive Committee meeting by
a simple majority.
(d) Shall be waived completely for Honorary Annual Members.
(e) Failure to pay applicable fees on time will result in
termination of membership at the discretion of the Executive
Committee by agreement of a simple majority.
(f) Terminated Membership may be reinstated at the discretion
of the Executive Committee by agreement of a simple majority
and upon payment of membership fees from the beginning of
the Club year
Section 2: Meetings
2.01 There shall be an AGM no later than the 14th January
each year to facilitate the election of officers for the period
to the following 31st December.
2.02 An SGM may be called as often as the Executive Committee
deem necessary, or by 8 (eight) MGS in writing to the Club
Secretary.
2.03 Such meetings shall provide members with updates regarding
Club business and allow anyone with the appropriate voting
rights to raise issues.
2.04 The Secretary shall notify all members of an impending
meeting no less than 7 days prior to the meeting date by e-mail.
The Agenda of forthcoming meetings shall be outlined in writing.
Such notice and the Agenda will be deemed to be served if
e-mailed to the last e-mail address provided by a member.
The Club assumes no responsibility for lack of notification
if the last advised e-mail address becomes invalid.
2.05 Quorum. Attendance of at least 20% of the eligible voting
members currently residing in Antigua / Barbuda shall constitute
a Quorum for any SGM or AGM provided that notice of the meeting
has been properly served in accordance with Section 2 Subsection
2.04 of the Bylaws of the Club.
2.06 All meetings shall be conducted in accordance with Roberts
Rules of Order, Revised except where the terms of these Bylaws
otherwise dictate.
2.07 Motions by any MGS shall be considered to be adopted
if seconded by another MGS and approved by more than 50% of
the votes cast.
2.08 An SGM may be called in conjunction with club social
events if this is deemed appropriate by the Executive Committee.
Proper notice must still be given as per Section 2 Subsection
2.04 above.
2.09 In all voting situations where there is a tied vote,
the Chairman of the meeting will have a second casting vote.
Section 3: Government of the Club
3.01 At the AGM the members shall elect the following Flag
Officers/Directors to form the Executive Committee who will
be responsible for the government of the Club. Any nominees
for a position on the Executive Committee must come from a
MGS and, if elected, must continue to be an MGS during their
entire term in office. The Flag Officers shall be:
(a) Commodore…..shall be the figurehead and ultimate
authority in all matters pertaining to the administration
of the business matters of the Club. It shall be customary
for the Commodore to make a written report at the end of each
term of office as a permanent record of activities of the
Club over that period. The Commodore will be the Chairman
of any meeting of the Club but may appoint a Moderator to
oversee the orderly conduct of the meeting if he so chooses.
(b) Vice Commodore ... shall consult with the Commodore and
assist him/her with the administration of the Club’s
business in any way the Commodore sees fit. In the absence
of the Commodore the Vice Commodore shall act on his behalf.
(c) Rear Commodore….. shall be responsible for the enforcement
of all club rules. He has the authority if necessary to instruct
the Secretary to convene a SGM to discuss any contravention
of these Bylaws by any member of the Club including any Executive
Committee member.
The Directors shall be:
(d) Secretary/Membership Secretary…..shall keep the administrative
and the membership records of the Club, take the minutes of
all meetings, notify members of any decisions made and notify
members of the dates and agendas of forthcoming meetings and
events.
(e) Treasurer…..shall be responsible for all financial
matters, the safekeeping and proper expenditure of the Club
funds, the proper keeping of financial records and the presentation
of financial statements. He shall always act in accordance
with the Guidelines for Financial Proceedings outlined in
the Bylaws of the Club and such additional requirements as
may be dictated by the membership or the Executive Committee
from time to time in accordance with the Bylaws of the Club.
(f) Sail Fleet Captain…..shall be responsible for the
development and execution of a program for Sailing Yacht Racing
events and other related Social Sailing Events, the setting
of courses, laying of buoys, the issuing of sailing instructions
and the like.
(g) Power Fleet Captain…..shall be responsible for the
development and execution of a program for Power Boat Events
and related Social Events.
(h) Events Coordinator…..shall oversee the organization
of all the Club’s events and will work with the Sail
Fleet Captain and the Power Fleet Captain on combined Sail
Power events, and the Public Relations Officer on Club event
publicity.
(i) Public Relations Director….. shall be responsible
primarily for requesting and publicizing Event information
from the Sail Fleet Captain, The Power Fleet Captain and the
Events Coordinator, and publicizing the Club to the general
public in any way deemed necessary, providing such publicity
does not bring the Club and it’s members into disrepute.
(j) Training Director…..shall be responsible for the
development and execution of programs for the training of
juniors and novices in all aspects of Sailing and Power Boating.
(k) Member at Large….shall be co-opted to the Executive
Committee to represent the membership as a whole.
(l) Regatta Director... shall liaise with Regatta Sponsors, Event Coordinator, PR & Marketing Director, Sail Fleet Captain and potential entrants to co-ordinate all aspects of Regatta organization.
(m) Sponsorship Co-ordinator...shall endeavor to secure financial support from local businesses and individuals and ensure that all acknowledgements due are given.
3.02 The person who was Commodore of the Club for the year
immediately preceding the current one shall automatically
be a Member of the Executive Committee provided he remains
a MGS and shall be referred to as Past Commodore.
3.03 If the outgoing Executive Committee considers it advantageous
they may also suggest nominations for new Flag Officer/Director
positions as they see fit.
3.04 The Flag Officers and Directors as above shall form the
Executive Committee and shall not be paid. Each Flag Officer/Director
shall, within their specified area of responsibility and in
consultation with the Commodore, have the right to make such
decisions as are needed in order to conduct the day to day
business of the Club provided that such decisions are in keeping
with these Bylaws and/or a General Directive from the membership
which was proposed and approved at a SGM or AGM. In the lack
of a specific directive from the membership decisions should
be in keeping with generally accepted practices and Constitution
of the Club.
3.05 No Flag Officer/Director shall act independently from
the general consensus of the Executive Committee and shall
submit all plans to the Commodore for approval. In the event
that the Commodore and the Flag Officer/Director fail to agree
on a course of action, that action shall be deferred until
the matter may be raised at the next Executive Committee meeting
or by e-mail conferencing (see 3.10 below).
3.06 Executive Committee Meetings may be called by any member
of the Executive Committee who deems it necessary in the best
interests of the Club.
3.07 Any member of the Executive Committee may request (by
asking the Commodore or the Secretary verbally, in writing
or by e-mail)) that a meeting be convened which shall then
be called and notified as soon as is practicable in accordance
with these BYLAWS.
3.08 A Quorum for Executive Committee Meetings shall be 4
Executive Committee Members.
3.09 The Executive Committee shall have the right to make
decisions on behalf of the membership so long as those decisions
are in keeping with these Bylaws or any general directives
from the membership proposed and approved at a SGM or AGM.
In the lack of a specific directive from the membership decisions
should be in keeping with generally accepted practices of
the Club and this Constitution.
3.10 The Executive Committee may make decisions by e-mail
conferencing providing a simple majority of the full Executive
Committee is in agreement. Any Executive Committee member
seeking an e-mail conference decision shall first raise it
with the Commodore for distribution to the other Executive
Committee members. The Commodore shall be responsible for
conducting the debate and collating votes. The Commodore shall
keep digital records of all debate and votes.
Once a decision has been made the Commodore will forward the
digital record to the Secretary who will notify to the Membership.
The digital record will be stored by the Secretary for a period
of 2 years following the decision.
3.11 Any challenge of a decision made by the Executive Committee
on behalf of the Club should be brought to the attention of
the Rear Commodore by e-mail or in writing signed by the member
presenting the challenge.
Section 4: Motions and Decisions
4.01 Subject to any provisions to the contrary in these Bylaws,
only a MGS may make Motions or vote at any meeting of the
Club.
4.02 A Motion, regarding any subject which relates to the
business of the Club, may be proposed by a MGS at any SGM
or AGM. If seconded by another MGS it will be put to a vote
provided that a Quorum, as specified in Section 2, Subsection
2.05, is present. The Motion shall be adopted by the Club
if it is passed by a simple majority.
4.03 If a Motion concerns a matter not included in the agenda
which is sufficiently controversial as to be deemed of serious
concern to members not present, any MGS may make a Motion
for a postponement of the vote until the following meeting.
Any such Motion to postpone must be passed by a simple majority
in order to be adopted.
4.04 All members must abide by all decisions passed in accordance
with the
Constitution and Bylaws.
4.05 Motions related to the Constitution and By-laws must
be in writing and submitted to the Secretary 7 days prior
to the AGM or SGM
Section 5: Regulation of Financial Procedures
5.01 All expenditure must be made in accordance with the following
procedures.
(a) Expenditure must be in keeping with
(i) a general directive from the membership which was proposed
and approved at a SGM or AGM
(ii) the general practices of the club
(b) The Treasurer shall at the request of the relevant Flag
Officer/Director and with the approval of the Commodore issue
a cheque from the bank account of the Club for suitable expenditure.
5.02 All cheques must be signed by two of three designated
signatories. Under no circumstances may a signatory sign a
blank cheque.
5.03 Cancelled cheques and bank statements shall be sent to
the mailing address for the Club where they may be picked
up by either the Secretary, the Commodore or the Rear Commodore
as they agree between them and be passed back to the Treasurer
for safekeeping.
5.04 The Treasurer shall retain all receipts/invoices pertaining
to all expenditure for a minimum period of 3 years.
5.05 Members making claims for the reimbursement of funds
spent on behalf of the Club shall present receipts to the
Treasurer to justify their claim.
5.06 All receipts must state the specific items/services purchased
and the amount spent. They may not be issued by the person
submitting the receipt or any company that they are associated
with unless previously approved by the Executive Committee.
Non specific cash register receipts (without itemization or
business name) will not be accepted by the Treasurer.
5.07 A Deputy will be appointed for the Treasurer by the Treasurer
during any periods of his absence from the island of Antigua
of any length which may lead to an interruption in the business
of the Club.
5.08 Given one week’s notice the Treasurer may be required
to present an approximated financial statement to the officers
of the Club. In addition, he must present a full and complete
statement of accounts as part of an Annual Treasurer’s
Report at the AGM. This report shall be presented in writing
and shall include all financial activity and banking transactions
for the entire period since the last report.
5.09 Upon the occasion of the Annual Treasurer’s Report
the Treasurer will provide all cancelled cheques and bank
statements to the Executive Committee for inspection and reconciliation.
It shall be the duty of the Executive Committee to satisfy
itself that every effort has been made to comply with all
the conditions contained herein and, to the best of its ability,
to verify that the report has been properly compiled.
5.10 No Officer/Director of the club may at any time or for
any reason utilize the bank account of the Club for personal
purposes. No officer shall issue bills in the name of the
Club or pledge funds of the Club without specific authorization
in accordance with these Bylaws.
Section 6: Expulsion
6.01 Any member who acts in a manner considered to be in contravention
of the Constitution or Bylaws of the Club may have their membership
revoked, without refund of any membership Fees, at the discretion
of the Executive Committee
6.02 Notice of a Motion to expel a member must be listed in
the agenda of an Executive Committee meeting and served in
accordance with the Bylaws of the Club. The Motion shall be
considered to be adopted if passed by a simple majority.
Section 7: Revisions
7.01 The Constitution and/or Bylaws of the Club may be revised
from time to time. Notice that revisions are to be discussed
must be included in the agenda of the SGM or AGM at which
the issue is being decided and such Notice must be served
in accordance with the current Bylaws. Any Motion for a revision
to this Constitution or these Bylaws shall be made in writing
and submitted to the Secretary not less than 7 days prior
to the meeting and will not be accepted unless it is approved
by at least two thirds of the votes cast.
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