This is the revised version of the club constitution, based on the Proposed amendments to the constitution for the AGM June 20, 2012 President: Wendy Wert, Vice President Ian Mcintosh Approved at the AGM meeting on Wed. June 20th, 2012. This is the revised version of the constitution as per accepted proposals at the June 17, 2015 AGM. President, Janice McLeod, Vice President, Bill Hughes Proposals submitted for approval at the June 20, 2016 AGM Revised version of the constitution as per accepted proposals at the July 15, 2020 AGM
By-Law No. 1-A by-law relating generally to the conduct of the affairs of the Lancaster & District Curling
Be it enacted and it is hereby enacted as a by-law of the Lancaster and District Curling Club Inc. (hereinafter
referred to as the “Club”) as follows:
Item 1: Head Office
The head office of the club shall be in the village of Lancaster, in the township of South Glengarry, in the
county of Glengarry, and in the province of Ontario and at the place therein where the affairs of the Club are
from time to time carried on.
Item 2: Seal
The seal, an impression whereof is stamped in the margin hereof, shall be the Corporate seal of the club
Item 3: Membership
There shall be four (4) membership classifications as follows:
a) Ordinary: an individual who has paid the Ordinary dues as determined annually by the Board of
Directors. An Ordinary member is entitled to day and evening curling.
b) Student: one who has paid the student membership dues as determined annually by the Board of
Directors and who is a student enrolled full-time in an elementary, secondary or post-secondary
institution. A student member is entitled to curl at those times designated by the Board of
c) Social: an individual who has paid the social dues as determined by the Board of Directors. A Social
member is entitled to all the privileges of the Club, but is not entitled to curl in regular draw games.
d) Life: an individual who has been named as a life member by a resolution of the Board of Directors
and approved at an Annual General Meeting. A Life member shall have all the privileges of the Club
as those enjoyed by an Ordinary member
Item 4: Meeting of Members
ANNUAL GENERAL MEETING – an annual general meeting of the members shall be held, at the Club, no later than
the last week of August each year, for the purposes of hearing the statements required by The Corporations Act to
be laid before the Club at an annual meeting, electing directors, appointing the auditor, authorizing the board of
directors to approve the remuneration of the auditor and for the transaction of other such business as may
properly be brought before the meeting.
Item 5: Notice of Meeting
Notice of annual or a special meeting shall be emailed or mailed at least five (5) days before the date of such
meeting, to each member of the club, at his/her last known address. The accidental failure to give notice of
any meeting to any member or members or the non-receipt of any notice by any member or members shall
not invalidate any resolution passed or any proceedings taken at meeting.
Item 6: Quorums
1. Annual and Special meeting of members- seven (7) voting members present in person shall
constitute a quorum.
2. Board of Director’s meetings: five (5) members present in person shall constitute a quorum.
3. Executive committee meetings: – three (3) members present in person shall constitute a quorum.
Item 7: Voting
Ordinary members in good standing and Life members shall be entitled to vote at the annual meeting and at any
special meeting called. An Ordinary member in good standing is one who has paid his/her dues for the previous
year. The Club President shall refrain from voting, and only vote in the case of a tie.
At all the meetings of the Club every motion shall, unless otherwise required by the by-law of the Club or by law, be
declared by the majority of votes duly cast on the motion. At all meetings of the Club every motion shall be decided
by a show of hands unless a poll thereon be required by the Chairman or be demanded by any member present in
person and entitled to vote.
A demand for a poll may be withdrawn at any time prior to the taking of the poll. Whenever a vote is taken upon a
motion, a declaration by the Chairman that the vote has been carried, or carried by a particular majority or not
carried, and an entry to that effect in the Minutes of Proceedings at meeting, shall be prima facie evidence of the
fact, without proof of or against any resolution or any other proceeding in respect to the said motion and the result
shall be the decision of the Club upon the motion.
In case of a tie vote at any meeting of the Club the Chairman shall be entitled to a casting vote. In the absence of
the president and vice-president the members present shall choose one of their members to be chairman.
Item 8: Board of Directors
The affairs of the Club shall be administered by a Board of Directors consisting of eleven (11) elected ORDINARY or
LIFE MEMBERS and the immediate past- president (Total 12). The Board of Directors shall be elected at the annual
meeting of the Club, in accordance with By-Law No. 1 Article 5. The Board of Directors shall, at its first meeting,
elect an executive committee, consisting of the past-president, the president, the vice-president, the secretary and the treasurer to hold office until the conclusion of the next annual general meeting. The names of the Board of
Directors and their responsibilities shall be posted at the club and on the Club’s website.
Item 9: Meetings of the Board of Directors
Meetings of the Board of Directors may be held at the head office or any other place in Ontario chosen by the
president, vice-president or any two directors. The secretary shall provide notice of any such meeting by mail or
telephone or e-mail not less than two (2) days before the meeting is to take place. In addition to the first meeting
of the Board of Directors which will be held immediately following the annual meeting and at which no notice shall
be necessary provided that a quorum of directors is present, the Board shall meet monthly from September to
May. The president shall prepare an agenda for each meeting. Members of the Board of Directors who wish to
have items placed on the agenda, shall contact the president prior to the next scheduled meeting. Additional
meetings may be called by the President if deemed necessary.
Item 10: Meetings of the Executive Committee
Meetings of the Executive may be called by the President for the purpose of conducting a specific item of business.
Item 11: Officers
PRESIDENT: The president shall be the chief executive officer of the club. The president shall preside at all
meetings of the club, shall be an ex officio member of all Club committees and shall perform all other duties
customarily performed by a chief executive officer.
VICE-PRESIDENT: The vice-president shall, in the absence of the president, be vested with all the powers and
shall perform such duties as may be assigned to him or her by the president or the board of directors. In
addition, the vice-president shall be responsible for the coordination of all events of the Club and shall chair
the Glengarry Cup match committees.
PAST-PRESIDENT: The past-president shall perform such duties as may be assigned to him or her by the
president or board of directors.
SECRETARY: The secretary shall record all minutes of the board of directors and the executive committee. The
secretary shall forward the unapproved minutes to each of the Board members for review within five (5) days of
the meeting. The secretary shall keep a hard copy of the approved minutes and file such minutes in the Minute
book stored in the Club office. The secretary shall forward an electronic copy of the approved minutes to
Publicity/Communications for upload to the Club’s website. The secretary, shall give notices of the meetings of the
board of directors and the executive committee, and conduct correspondence of the Club and report thereon to
the Club membership, board of directors and the executive committee.
TREASURER: The treasurer shall control the deposit of money to the credit of the Club in a chartered bank.
The treasurer will submit all accounts payable to the board of directors or the executive committee for
payment approval. The treasurer may, however, pay such bills prior to presentation if they are considered by
the treasurer to be just and reasonable. The treasurer shall maintain and have custody of all books of account
and the financial records of the Club. The treasurer shall provide to the auditor such financial records as may
be required to perform the annual audit. The treasurer shall provide a financial statement at each meeting of
the board of directors and executive committee.
Item 12: Committees – See attached Addendum
The Board of Directors shall establish the following committees at its first meeting. Each of the committees shall be
chaired by a member of the Board of Directors. The President and the Board of Directors may remove any
unnecessary committee and may establish new committees as may be required; these new committees shall be
chaired by either a Director or by a Board appointed Chairperson. The Directors /Chairpersons of committees, may
appoint members from the Ordinary and Life Membership to assist in carrying out the responsibilities of the
▪ Club Match Committee shall be responsible for coordinating the various draws and the awards presented
at the closing awards ceremony.
▪ House Committee shall be responsible for the maintenance and upkeep of the Club with the exception of
the bar and ice-making equipment
▪ Ice Committee shall be responsible for all aspects related to the preparation and maintenance of the ice
and ice making equipment.
▪ Bar Committee shall be responsible for the management of the bar facilities which includes arranging for
bartenders, procuring bar supplies, and the transfer of all monies collected to the treasurer or to the bank
account of the Club.
▪ Membership Committee shall be responsible for the collection of annual fees, recruitment of new
members and maintenance of their personal data.
▪ Publicity Committee shall be responsible for the dissemination of publicity to the members and the media.
▪ Fundraising/Sponsorship Committee shall be responsible for raising funds for the operation and upkeep of
▪ Kitchen Committee shall obtain supplies needed for the kitchen and prepare the regularly scheduled club
and bonspiel meals.
▪ Curling Development Committee shall coordinate the promotion and development of curling through
instruction and mentoring on and off the ice for new and existing curlers.
▪ Long Range Committee shall be responsible for long term projects plans for the Club.
▪ Social Committee shall plan and coordinate all club social events.
Item 13: Association Representatives
The Board of Directors at its first meeting shall elect the following.
(a) Ottawa Valley Curling Association club representative.
(b) CurlON club representative.
Item 14: Nominating Committee
The president shall nominate three members of the Club to the nominating committee at their monthly meeting in
February. The nomination committee shall reach out to the membership again at least six weeks prior to the
Annual General Meeting. Two members of this committee shall be considered a quorum. The nominating
committee shall submit a slate of members willing to serve on the Board of Directors to the secretary at least two
weeks before the annual general meeting. The names of those proposed for the Board of Directors by the
nominating committee shall be included in the notice call of the annual general meeting. The nomination
committee shall help in the recruitment of non-board members willing to assist Directors of the Committees.
Item 15: Terms of Office
Directors shall be elected at the annual general meeting and shall hold office for two years or until their
successor is elected. If a vacancy shall occur in any office by reason of death, resignation, disqualification or
otherwise of any director, the remaining directors may by resolution elect or appoint a member to fill such
The directors shall serve without remuneration and no director shall directly or indirectly receive profit from
his/her position as such; provided that the director may be reimbursed for reasonable expenses incurred by
him or her in the performance of his or her duties as director.
Item 16: Financial Year
The financial year of the Club shall be May 1 to April 30 of the following year.
Item 17: Protection of Directors
Every director or officer of the Club or other person who has undertaken or is about to undertake any liability
on behalf of the Club and their heirs, executors and administrators, and estate and effects, respectively, shall
from time to time and at all times, be indemnified and saved harmless, out of the funds of the Club, from and
a) all costs, charges and expenses whatsoever which such director, officer or other person sustains or incurs
in or about any action, suit or proceeding which is brought, commenced or prosecuted against him or her
for or in respect of any act, deed, matter of thing whatsoever made, done or permitted by him or her in or
about the execution of duties of his or her office or in respect of any such liability.
b) all other costs, charges and expenses which he or she sustains or incurs in or about or in relation to the
affairs thereof, except such costs, charges or expenses as are occasioned by his or her willful neglect or
default. No director or officer of the Club shall be liable for the acts, receipts , neglects or defaults of any
other director or officer or employee or for joining in any receipt or act or for any loss, damage or
expense happening at the Club through the insufficiency or deficiency of title to any property acquired by
order of the board of directors for or on behalf of the Club of for the insufficiency or deficiency of any
security in or upon which any of the moneys of or belonging to the Club shall be placed out or invested or
for any loss or damage arising from bankruptcy, insolvency or tortuous act of a person, firm of corporation
with whom or which any moneys, securities or effects shall be lodged or deposited or for any other loss,
damage or misfortune whatever which may happen in the execution or supposed execution of the duties
of his or her respective office or trust or in relation thereto unless the same shall happen by or through his
or her own willful default :
c) Except that indemnification shall be provided only to the extent permitted by law, and no indemnification
shall be provided with respect to any director who is adjudged to be in breach of any statuary duty
imposed on him or her, or otherwise, when to do so would be prohibited by the operation of any law or
Item 18: Custody of Securities
All shares and securities owned by the Club shall be lodged (in the name of Club) with a chartered bank or a
trust company or in a safety deposit box or with some other depositories or in such manner as may be
determined from time to time by the board of directors.
Item 19: Cheques, Drafts and Notes
All cheques, drafts or orders for the payment of money and all notes and acceptances and bills of exchange
shall be signed by such officer or officers or persons, whether or not officers of the Club, and in such manner
as the board of directors may from time to time designate.
Item 20: Execution of Instruments
Contracts, documents or any instruments in writing requiring the signature of the Club may be signed by the
President, together with the Treasurer or by any two directors and all contracts, documents and instruments
in writing so signed shall be binding upon the Club without authorization or formality. The board of directors
shall have power from time to time by resolution to appoint any officer or officers or any person or persons on
behalf of the Club to sign contracts, documents and instruments in writing.
The seal of the Club may, when required, be affixed to contracts, documents and instruments in writing
signed as aforesaid.
The term “contracts, documents and instruments in writing” as used herein shall include deeds, mortgages,
hypothecs, charges, conveyances, transfers and assignments of property real or personal, immovable or movable, agreements, releases, receipts and discharges of payment of money or other obligations,
conveyances, transfers and assignments of shares, stocks bonds, debentures or other securities and all paper
Item 21: Amendment(s) to the By-Laws of the Club
The by-laws of the Club may be amended at the annual general meeting of the Club or at any special meeting
called for that purpose where two-thirds of the members present vote in favor of the change or changes.