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Bylaws of the Nunavut Table Tennis AssociationBelow are the bylaws which govern our association. A .pdf version of this document can be downloaded here.
1. Terms of AdmissionAll individuals are eligible for admission to membership in the Society on payment of the membership fee.
2. Rights of MembersAll members of the Society Will have the right to take part in all activities and to use all facilities established by the Society for the promotion of its objects, subject to such regulations and the payment of such additional fees as the directors may from time to time prescribe for specific activities.
3. Obligations of MembersEach member must pay an annual membership fee at such time and in such amount as is determined by the members at each annual general meeting.
4. Withdrawals and Expulsion of Members:Each member must pay an annual membership fee at such time and in such amount as is determined by the members at each annual general meeting.
  1. AnymembermaywithdrawfrommembershipintheSocietybynoticein writing to the Secretary.
  2. Any member whose conduct is considered detrimental to the Society or who is more than thirty days in default in paying annual dues may be expelled by a resolution passed by a majority of the directors of the Society
5. Meetings
  1. An annual general meeting of the Society must be held between 31 and 180 days after the date of the fiscal year end;
  2. General meetings of the Society are held at the call of the President;
  3. Any ten members may call a special meeting by presenting a signed request to the President, who must call a meeting within fifteen days after receipt of such request;
  4. Notice of any general or special meeting must be given at least seven days prior to the date set for the meeting by the posting of notices of such meetings at conspicuous points throughout the area of operations and/or by publication in a newspaper of general circulation, such notice to set forth the time, place and business to be transacted at such meeting;
  5. Thirty (30)% of the paid up members constitutes a quorum at all meetings.
  6. If the President or Vice-President is not present at a meeting, the meeting will elect a Chairman for the purposes of that meeting only;
  7. Each member is entitled to one vote on any motion or resolution at all meetings.
6. Directors:
  1. Until the first annual general meeting, the subscribers to the Application and Bylaws are the directors of the Society;
  2. There must be between 3 and 12 directors elected from among the members of the Society at the first and each subsequent annual general meeting;
  3. The directors may appoint chairpersons to head necessary committees, who are responsible to the directors and who will hold the designated offices until the next annual general meeting;
  4. A majority of directors may appoint any member of the Society to fill a vacancy in their numbers and any director so appointed holds office for the unexpired portion of the term of the director he or she replaces
  5. The directors are responsible for conducting the affairs of the Society in accordance with its objects, bylaws and the Societies Act;
  6. A majority of directors will constitute a quorum at any director"s meeting;
  7. Any director may be expelled by a 2/3 majority vote of directors for proven dishonesty, or for gross misconduct, or for failing or refusing to carry out his or her duties as a director as provided in these Bylaws;
  8. Directors or other officers will be paid travelling and living allowances to compensate them for expenses incurred by them in the conduct of their duties, and such other remuneration as is established by the members at the annual general meeting.
7. Officers:
  1. The directors from their own number must, at their first meeting after incorporation and at their first meeting after the annual general meeting every second year, elect a President, Vice-President, Secretary, Treasurer and such other officers as are deemed necessary;
  2. Such officers hold office until the conclusion of each annual general meeting at which time a meeting of the newly elected directors will be convened to elect their successors;
  3. The President presides at all meetings of the members and of the directors. The President is responsible for the general management and supervision of the affairs and operations of the Society;
  4. The Secretary is responsible for providing notices of all meetings of members and all meetings of directors, and is responsible for keeping minutes of all such meetings;
  5. The Treasurer is responsible for keeping full and accurate accounts of all receipts and disbursements of the Society;
  6. The Vice-President is responsible for exercising the duties and powers of the President,Secretary and Treasurer in their respective absences;
  7. The offices of Secretary and Treasurer may be combined into one office to be known as Secretary- Treasurer.
8. Borrowing Powers:The directors may, by a 2/3 majority vote, borrow funds for capital expenditures and for the current operations of the Society in such manner as they see fit, including the issue of debentures, except that in no case may debentures be issued except pursuant to an extraordinary resolution.
9. Disposal of Funds:
  1. All monies received by or on behalf of the Society must be deposited in the Society’s bank account in trust for the Society, which account must be with one of the chartered banks of Canada;
  2. All disbursements from the trust bank account must be made by cheques signed by the President or Vice-President, and the Treasurer, or in any of their absences, by some other director appointed by resolution of the directors.
10. Auditor:
  1. At the annual general meeting an auditor may be elected for the ensuing year;
  2. At each annual general meeting an annual financial statement containing:
    • the assets and liabilities of the Society in the form of a balance sheet, and
    • receipts and disbursements of the Society since the date of incorporation or the date of the previous financial statement And signed by the auditor, or by two directors if there is no auditor, must be presented for the inspection of the members.
11. Seal and Signing Authority:
  1. The seal of the Society must include the name of the society in a circle around the word "SEAL";
  2. The seal must be kept in the custody of the Secretary and may not be affixed to any instrument or document except by authority of a resolution of the directors, and in the presence of the Secretary and at least one other director;
  3. The Secretary and at least one other director have the authority to sign instruments or documents on behalf of the Society.
12. Minutes of Meetings, Books and Records:All books and records of the Society must be open to the inspection of the members at each annual general meeting.
13. Fiscal Year:The fiscal year of the Society ends on May 31 day of each year.
14. Distribution of Assets:The Society may not distribute any part of its income to any of its members. This does not preclude the payment of reasonable salaries or employee benefits, nor does it preclude the reimbursement of reasonable out-of-pocket expenses. On a winding- up of the Society, all remaining assets must be distributed among Canadian charities registered pursuant to the Income Tax Act.
15. Arbitration:Any dispute arising in the circumstances set out in section 7 of the Societies Act must be decided by arbitration under the Arbitration Act.
16. Athletes Participation Code and Conduct:
  1. Maintain a practice attendance level not to exceed 20% truancy as an average for a three-month period prior to the date or review or date of travel.
  2. Be healthy community members,which involve making healthy lifestyle choices.
  3. Maintain an attitude, which is positive to the table tennis sporting environment.
  4. Treat all teammates, officials, supervisors and coaches with respect.
  5. In order to practice at any teampractice,table tennis athletes must be members in good standing.
  6. An athlete, who has not been part of the school system for an extended period of time, is showing improvement and continues to do so (reintegrating in the school) upon approval of the coach, will be allowed to practice.
17. Code of Ethics for Coaches:
  1. The Nunavut Table Tennis Association expects the coaches to:
    • Be an integral part of the Nunavut School and Sport system and its educational contribution.
    • Remember that the athletic area is a classroom with moral and education obligations required at all times.
    • Adhere to all requirements set forth by the Nunavut Table Tennis Association.
  2. The athletes expect the coaches to:
    • Maintain a genuine and up-to-date knowledge of that which he/she proposes to teach.
    • Maintain fair, unprejudiced relationships with all squad members.
    • Pay careful attention to the physical condition of the players. Inspire a love of table tennis and desire to compete fairly.
  3. Sportsmanship demands that coaches take:
    • a strong stand against profanity, unfair play and unsportsmanlike behavior of their teams.
    • Maintain self-control at all times, accepting decisions of officials without outward appearance of vexation.
    • Teach athletes to win by use of legitimate means only.
    • Believe in the honesty and integrity of opponents and officials.
    • Teach that to achieve one’s best is always desirable but to win at any cost defeats the purpose of table tennis.
18. Disciplinary Procedures:All members must abide by the code of conduct; if they do not comply the following procedures must be followed to allow the opportunity for restoration of membership in good standing.
The Society adopts a three-strike system of consequences. A strike is defined as a breach of a member’s code of conduct. Each member is allowed two separate opportunities to fix their mistakes.
  1. On the first infraction the coach will work with the member to correct his/her mistake.
  2. On the second related offence the disciplinary committee (coach, President, School Principal) will meet or talk to discuss requirements for a member to maintain membership in good standing.
  3. The third offence will required the disciplinary committee revoking membership for the remainder of the school year.
19. Team Funding By-Law:Every team must submit a completed application for funding to Sport Nunavut with the items and tournaments they wish to be funded for the year.

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