Vancouver Sea to Sky Zone

BYLAWS

Part 1 – Definitions and Interpretation

1.1    In these Bylaws:

“Bylaws” means these Bylaws as altered from time to time.

“Executive Board” means the directors of the Zone Athletic Association.

“LMISSAA” means the Lower Mainland Independent Secondary Schools Athletic Association.

“NSSSAA” means the North Shore Secondary Schools Athletic Association.

“VSSAA” means the Vancouver Secondary Schools Athletic Association.

“SD” means the School District.

“VS2S” means the Vancouver Sea to Sky Zone Athletic Association.

“BCSS” means BC School Sports.

 

1.2    The definitions in the Societies Act of British Columbia apply to these Bylaws.

1.3    If there is a conflict between these Bylaws and the Act or the regulations under the Act, the Act or the regulations, as the case may be, prevail.

 

Part 2 – Members

2.1    The members of the Vancouver Sea to Sky Zone Athletic Association are the middle schools, and secondary schools of the LMISSAA, NSSSAA and VSSAA.

2.11 LMISSAA is comprised of members of the athletic association of independent schools that are geographically in the city of Vancouver.

2.12 NSSSAA is comprised of member schools within its athletic association.  

2.13 VSSAA is comprised of members schools within SD#39.

2.14 Unassociated schools: schools that are not official members of the LMISSAA, VSSAA, NSSSAA but are

i. Registered members of BCSS,

ii. An independent school in the city of Vancouver,

iii. In school district#93, SD#44, SD#45, SD#46, SD#48 are also considered a part of the Vancouver Sea to Sky Zone.

2.2    Every member must uphold the constitution of the Zone Athletic Association and must comply with these Bylaws.

2.3    The amount of the annual membership dues, if any, must be determined by the Executive Board.

2.4    A member is not in good standing if the member fails to pay the member’s annual membership dues, if any, and the member is not in good standing for so long as those dues remain unpaid.

2.5    A voting member who is not in good standing,

(a) may not vote at a general meeting, and

(b) is deemed not to be a voting member for the purpose of consenting to a resolution of the voting members.

2.6    The Executive Board shall have the power, by majority resolution of those present, to suspend any member of the Zone Athletic Association, where there is deemed to have been conduct which is considered improper, unbecoming, or likely to endanger the interest or the reputation of the Zone Athletic Association, or where there has been willful breach of the constitution, Bylaws or rules and regulations of the Zone Athletic Association, and such suspension may be on such terms and upon such conditions as the Executive Board shall deem ?t and shall remain in force until discontinued by a majority resolution of the Executive Board or by a general meeting of the Zone Athletic Association.

2.7    A member is entitled to and the Zone Athletic Association shall give without charge a copy of the constitution, Bylaws and rules and regulations of the Zone Athletic Association currently in force.

 

Part 3 – General Meetings of Members

3.1    A general meeting must be held at the time and place the Executive Board determines.

3.2    Every general meeting, other than the annual general meeting, is an extraordinary general meeting.

3.3    At the annual general meeting, the following business is ordinary business:

(a) adoption of Roberts rules of order;

(b) consideration of any financial statements of the Zone Athletic Association presented to the meeting;

(c) consideration of the reports, if any, of the directors or auditor;

(d) appointment of directors;

(e) appointment of an auditor, if any;

(f) business arising out of a report of the directors not requiring the passing of a special resolution.

3.4    The Executive Board may at any time, convene an extraordinary general meeting. The Executive Board must send:

(a) a notice of the general meeting stating the nature of any business, other than ordinary business, to be transacted at the meeting in sufficient detail to permit a member receiving the notice to form a reasoned judgment concerning that business; and

(b) the notice shall be sent to members via electronic communication and or via Canada Post.

3.5    An annual general meeting shall be held as determined by the Executive Board.

3.6    The following individual is entitled to preside as the chair of a general meeting:

(a) the individual, if any, appointed by the Executive Board to preside as the chair;

(b) if the Executive Board has not appointed an individual to preside as the chair or the individual appointed by the Executive Board is unable to preside as the chair,

(i)     the president,

(ii)    the vice-president, if the president is unable to preside as the chair, or

(iii)   one of the other directors present at the meeting, if both the president and vice-president are unable to preside as the chair.

3.7    If there is no individual entitled under these Bylaws who is able to preside as the chair of a general meeting within 15 minutes from the time set for holding the meeting, the voting members who are present must elect an individual present at the meeting to preside as the chair.

3.8    Business, other than the election of the chair of the meeting and the adjournment or termination of the meeting, must not be transacted at a general meeting unless a quorum of voting members is present.

3.9    The quorum for the transaction of business at a general meeting is 25% of the voting members who have at least one designated member from each athletic association at the general meeting. If there is no quorum,

(a) no business, other than the election of a chairperson and the adjournment or termination of the meeting, shall be conducted at a general meeting at a time when a quorum is not present; and

(b) if at any time during a general meeting there ceases to be a quorum present, business then in progress shall be suspended until there is a quorum present or until the meeting is adjourned or terminated.

3.10  If, within 30 minutes from the time set for holding a general meeting, a quorum of voting members is not present,

(a) in the case of a meeting convened on the requisition of members, the meeting is terminated; and

(b) in any other case, the meeting stands adjourned to the next day, at the same time and place, and if, at the continuation of the adjourned meeting, a quorum is not present within 30 minutes from the time set for holding the continuation of the adjourned meeting, the voting members who are present constitute a quorum for that meeting.

3.11  The chair of a general meeting may, or, if so directed by the voting members at the meeting, must, adjourn the meeting from time to time and from place to place, but no business may be transacted at the continuation of the adjourned meeting other than business left unfinished at the adjourned meeting.

3.12  It is not necessary to give notice of a continuation of an adjourned general meeting or of the business to be transacted at a continuation of an adjourned general meeting except that, when a general meeting is adjourned for 30 days or more, notice of the continuation of the adjourned meeting must be given.

3.13  The order of business at a general meeting is as follows:

(a) elect an individual to chair the meeting, if necessary;

(b) determine that there is a quorum;

(c) approve the agenda;

(d) approve the minutes from the last general meeting;

(e) deal with unfinished business from the last general meeting;

(f) if the meeting is an annual general meeting the following items will be performed:

(i) receive the directors’ report on the financial statements of the Zone Athletic Association for the previous financial year, and the auditor’s report, if any, on those statements,

(ii) receive any other reports of directors’ activities and decisions since the previous annual general meeting,

(iii) elect or appoint directors, and

(iv) appoint an auditor, if any;

(g) deal with new business, including any matters about which notice has been given to the members in the notice of meeting;

(h) terminate the meeting.

3.14  At a general meeting, voting must be by a show of hands, an oral vote or another method that adequately discloses the intention of the voting members, except that if, before or after such a vote, 2 or more voting members request a secret ballot or a secret ballot is directed by the chair of the meeting, voting must be by a secret ballot.  Voting at general meetings shall be by designated delegates only, each being entitled to one vote.  Each member is allowed up to two designated delegates to vote at the general meetings.  Voting will be done by only those present at the meeting by show of hands. The following are the limits to pass to adopt the agenda, make changes to the agenda and pass special resolutions:

(ii)  adoption of the agenda:          a simple 51% majority;

(ii)   change to the agenda:           67% majority (after agenda has been adopted);

(iii)  special resolution:                  67% majority to change constitution or Bylaws.

3.15 The chair of a general meeting must announce the outcome of each vote and that outcome must be recorded in the minutes of the meeting.

3.16 Voting by proxy is not permitted. Exceptions are made for schools in SD#46 and SD#48 due to travel / geographic considerations.

3.17 A matter to be decided at a general meeting must be decided by ordinary resolution unless the matter is required by the Act or these Bylaws to be decided by special resolution or by another resolution having a higher voting threshold than the threshold for an ordinary resolution.

 

Part 4 – Executive Board and Directors

4.1   There shall be an Executive Board, consisting of 9 people total which include: the current presidents of the LMISSAA, NSSSAA & the VSSAA, the district athletics coordinators from each association or a designate appointed by the athletic association, and, an Administrator representative.  The Executive Board shall act in an advisory capacity with the chairperson or president of the Zone Athletic Association being rotated through the associations every two years.

2019-20 thru 2020-21 - LMISSAA

2021-22 thru 2022-23 - NSSSAA

2023-24 thru 2024-25 - VSSAA

4.2    The Executive Board shall interpret the constitution and bylaws (with appendices) and may exercise all such powers as authorized by the Zone Athletic Association’s bylaws.

         The powers of the directors shall include the authority to make such rules and regulations as they deem necessary to facilitate the functioning of the Zone Athletic Association and the promotion of its objectives.

4.3    The Zone Athletic Association’s Executive Board must have no fewer than 9 directors and will be comprised of:

(a) the president, first vice-president, second vice-president, secretary, and treasurer, and directors at large shall be the directors of the Zone Athletic Association; and

(b) to be a director of the Zone Athletic Association, the person must be a teacher at a member school or an employee of the school district and

(c) no director shall be entitled to vote at a general meeting of the Zone Athletic Association unless designated by a member school as specified herein for the purposes of that meeting.

4.4    The Executive Board may, at any time, appoint a member as a director to fill a vacancy that arises on the Executive Board as a result of the resignation, or departure due to extenuating professional or personal circumstances of a director during the director’s term of office.

4.5    A director appointed by the Executive Board to fill a vacancy ceases to be a director at the end of the unexpired portion of the term of office of the individual whose departure from office created the vacancy.

4.6    No director shall be remunerated for being or acting as a director but a director may be reimbursed for all expenses necessarily and reasonably incurred while engaged in the affairs of the Zone Athletic Association.

  4.7    Responsibilities of the Executive:

4.7.1    To sanction championships.

4.7.2    To set fees for each sport in consultation with the Sport Committees

4.7.3    To monitor the overall activities of the Sport Committees.

4.7.4    To convene meetings with the Sport Committees to help set fees, dates of championships, and receive input from the Sport Committees on the direction of the VS2S Zone.

4.7.5    To monitor awards and provide banners to be distributed by Committees.

4.7.6    To set a fee to cover the Zone Athletic Association annual expenses.

4.7.7    To approve budgets received from Sport Committees.

4.7.8    To approve dates for the Zone Athletic Association Championships in consultation with the sport committee and present them at the AGM.

4.7.9    To ensure a process / disciplinary committee for allegations involving players, coaches and/or spectators during VS2S zone competitions.  Investigations into any allegation will be conducted in consultation with the Sport Committee, BC Sport Commission, BCSS, local athletic association, school district and school involved in the allegation.  A member school involved with the allegation may not be represented on this committee.

4.7.10  To provide an appeals committee for incidents involving players, coaches and/or spectators during the zone competitions. The appeal committee will include three appointees by VS2S Zone Association (one from each athletic association). A member school involved with the allegation may not be represented on this appeal committee

4.7.11  To receive applications for changes / additions / deletions from our sport committee.

4.7.12  To review the status/compilation of sport committees within the Zone Athletic Association.

 

Part 5 – Executive Board Meetings

5.1    An Executive Board meeting may be called by the president or by any 2 other directors.

5.2    At least 2 days’ notice of an Executive Board meeting must be given unless all the directors agree to a shorter notice period.

5.3    The accidental omission to give notice of an Executive Board meeting to a director, or the non-receipt of a notice by a director, does not invalidate proceedings at the meeting.

5.4    The directors may regulate their meetings and proceedings as they deem fit.

5.5    The quorum for the transaction of business at an Executive Board meeting is a majority of the directors.

 

Part 6 – Executive Board Positions

6.1    Directors will be appointed to the following Executive Board positions, and a director, other than the president, may hold more than one position:

(a) president;

(b) 1^st vice-president;

(c) 2^nd vice-president;

(d) treasurer;

(e) secretary;

(f) directors at large;

(g) administration representatives

6.2    Directors who are appointed to positions on the Executive Board in addition to the positions described in these Bylaws are appointed as directors at large.

6.3    The president is the chair of the Executive Board and is responsible for supervising the other directors in the execution of their duties.  The president’s duties are:

(a) be the presiding officer of the Zone Athletic Association at all meetings of the members and of the directors; 

(b) be a member, ex officio, of all committees appointed by the directors or by the Zone Athletic Association; 

(c) be the Zone Athletic Association’s representative to BC School Sports; 

(d) liaise with all members to effectively communicate the on goings of the Zone Athletic Association; 

(e) to endeavour to expand the role of the Zone Athletic Association in the best interests of its members; and 

6.4    The first vice-president shall: 

(a) perform the duties of the president of the Zone Athletic Association in his or her absence; and 

(b) be Chairperson of the Discipline Appeal Committees. 

(c) be one of the Zone Athletic Association’s delegates to the BC School Sports’ A.G.M. as required

6.5    The second vice-president shall: 

(a) perform the duties of the first vice-president in his or her absence; and 

(b) be Chairperson of the Protest Appeal Committees. 

6.6    The treasurer shall: 

(a) prepare and present reports at general meetings; 

(b) maintain such financial records, including books of account, as are necessary to comply with the Societies Act; and 

(c) render financial statements to the directors, members and others when required.

6.7    The secretary shall: 

(a) conduct the correspondence of the Zone Athletic Association; 

(b) issue notices of meetings of the Zone Athletic Association and Executive Board; 

(c) keep minutes of all meetings of the Zone Athletic Association and Executive Board; 

(d) prepare and present reports at general meetings; 

(e) have custody of all records and documents of the Zone Athletic Association except those required to be kept by the treasurer; 

6.8    In the absence of the secretary from a meeting, the Executive Board must appoint another individual to act as secretary at the meeting.

6.9    The administrative representatives shall: 

(a) represent the point of view of the Administrators’ from the member associations; 

 

Part 7 – Sport Committees

7.1    The VS2S zone association Committees:

 Organize and coordinate VS2S Zone Championships for their respective sport, subject to the rules and regulations of the VS2S Zone as stated in the BCSS   Directory and Competitive Rules and Regulations Handbook.

  7.2    Provide a list of dates and location for their VS2S Zone Championships to the Executive Board for approval.

7.3    Oversee an event budget for the zone championships to the VS2S Executive Board for review and approval prior to the commencement of the championships.

7.4    Provide a financial report to the VS2S Executive Board following the completion of the sport’s zone championship competition.

7.5    Provide a written report to the VS2S Executive Board following the completion of the sport’s zone championship competition.

7.6    To organize Championship awards.

7.7    Maintain and distribute copies of minutes from any sport committee meetings.

7.8    To ensure a Protest and a Discipline Committee is in place for the zone event.

  7.9    Ensure the VS2S Zone website is current and accurate for their sport council:

      (a)   berthing formula for their sport

      (b)   championships/tournament information

      (c)  championship results

      (d)   historical results

7.10  To ensure zone championship berthing, seeding, schedule is fair and consistent with guidelines established. To work together toward consensus as much as possible in making these decisions.

7.11  Provide zone reps to BCSS Provincial Championships/Commissions.

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Part 8 - Sport Committee Members

8.1    Sport Committees include a min of 3 to a max. of 6 people (min 1 to a max of 2 people from each athletic association and must be a current school / district employee within the Vancouver Sea to Sky Athletic Association. 

8.2    Each Sport Committee will have a chair to represent the sport.      This can be done by election or appointment.

8.3    Responsibilities of Commissioners:

8.3.1 To attend all meetings relative to the sport committee.

8.3.2 To liaise or delegate an appointee to liaise with all coaches in preparation for the zone championships competitions/tournaments.

8.3.3 To submit a proposed budget to the Executive Board for approval

8.3.4 Provide a financial report to the VS2S Executive Board following the completion of the sport’s zone championship competition.

8.3.5  Provide a written report to the VS2S Executive Board following the completion of the sport’s zone championship competition.

8.3.6  Chair Discipline and Protest Committees.

 

Part 9 – Remuneration of Directors and Signing Authority

9.1    These Bylaws do not permit the Zone Athletic Association to pay to a director remuneration for being a director, but the Society/Zone Athletic Association may, subject to the Act, pay remuneration to a director for services provided by the director to the Zone Athletic Association in another capacity.

9.2    A contract or other record to be signed by the Zone Athletic Association must be signed on behalf of the Zone Athletic Association by:

(a) the president, together with one other director;

(b) if the president is unable to provide a signature, by the vice-president together with one other director;

(c) if the president and vice-president are both unable to provide signatures, by any 2 other directors; or

(d) in any case, by one or more individuals authorized by the Executive Board to sign the record on behalf of the Society/Zone Athletic Association.

 

PART 10 - BORROWING

10.1 The Zone Athletic Association shall be empowered to borrow monies and for this purpose to execute and deliver notes, bills of exchange, and to give security upon any of its assets, provided however that such borrowing powers shall be exercised only by a special resolution at an   extraordinary general meeting of the association called for this purpose and such special resolution shall limit the amount of the funds to be borrowed and the terms thereof.

 

PART 11 - DISSOLUTION

11.1  On the winding up or dissolution of the Zone Athletic Association, the assets of the Zone Athletic Association shall not be distributed among the members, or any of them, unless such recipient member or members are charitable institutions in existence solely for charitable purposes.  After all debts have been paid, the assets remaining shall be paid, transferred and delivered to one or more charitable institutions in existence solely for charitable purposes, which shall be chosen by resolution of the members of the Zone Athletic Association, or failing such resolution, by resolution of the directors of the Zone Athletic Association.

These Bylaws shall not be altered or added to except by special resolution by which they must be passed by a 67% majority and in accordance with the provisions of the Societies Act.