VICTORIA MOTORCYCLE CLUB BY-LAWS (Revised April 2023)
INDEX
BY–LAWS
ARTICLE 1 – MEMBERSHIP
A – QUALIFICATIONS
B – DUES
C – ADMISSION
D - EXPULSION, SUSPENSION, RESIGNATION
ARTICLE 2 – OFFICERS
ARTICLE 3 – EXECUTIVE
ARTICLE 4 – ELECTIONS
ARTICLE 5 – MEETINGS
ARTICLE 6 – GENERAL
ARTICLE 7 – INVESTMENTS
BY-LAWS
1. In these By–laws: -
A. “The Club” shall mean the Victoria Motorcycle Club;
B. “Extraordinary Resolution” shall mean a resolution passed by a majority of not less than three- quarters of the members entitled to vote as are present at a general meeting of which notice specifying the intention to propose the resolution as an Extraordinary Resolution has been duly given.
C. Notice of Extraordinary Resolution shall be deemed to have been given to all members, if
posted on the website at least two weeks prior to the meeting. All members to be alerted to this posting through a broadcast e-mail. Notice that an Extraordinary Resolution will be presented, must also be given at the regular VMC meeting prior to the meeting at which it will be voted upon.
Note: per Article 6, Section 2, the by-laws of the Club shall not be altered save by extraordinary resolution.
ARTICLE 1 – MEMBERSHIP
A – QUALIFICATIONS:
Section 1. Membership is on an Individual basis. There shall be five classes of membership in the club, namely: Active, Junior, Senior, Life and Honorary.
Section 2. Members may be of any sex and compete in any class.
Section 3. Active members shall be motorcycle or ATV enthusiasts.
They shall:
a) Make application as per requirements of C – Admission, Section 1 (a-k)
b) Pay annual dues as set for Active members – per Section B (sections 2,3)
c) Enjoy all privileges of the club,
d) Enter any event and pay member entry fees.
e) Accumulate points towards:
i) the Memorial trophy
ii). any series trophies and
iii) the activity award
Section 4. Junior members shall be motorcycle or ATV enthusiasts who are sons or daughters of
members. They shall:
a) make application as per requirements of C – Admission Section 1 (a-k).
b) Pay annual dues set for Junior members – per Section B-2 (sections 2,3)
c) Otherwise…see Active Members.
Upon reaching the age of 19, a Junior member shall automatically become an Active member.
A rider under the age of 19 who does not have a parent or guardian as a club member must apply to join as an Active member.
Section 5. Senior members shall be motorcycle or ATV enthusiasts who are 65 years of age or older.
They shall:
a) Automatically become Senior members if already a member of the club. Otherwise, they shall make application in writing.
b) Pay ½ annual dues set for Active members
c) Otherwise… see Active members.
Section 6. Life Membership will be considered for:
(a) members with 35 years cumulative membership. Records will be difficult to track so the onus will be on individuals to bring the number of their years to the attention of the club, or
(b) members whom the club sees fit to honour.
They shall:
a) Not need to apply. They shall be voted as such by a ¾ majority vote at the end of the year they have accumulated 35 years of membership
b) Not be subject to Annual dues.
c) Otherwise… see Active members
Section 7. Honorary members shall be persons who have rendered such service to the club or the
community or the cause of motorcycling that the club sees fit to so honor them.
They shall:
a) Not need to apply. They shall be voted in to the club by a ¾ majority vote at any regular meeting.
b) Not be subject to Annual dues
c) Not be entitled to vote at any meeting.
Section 8. Total number of Club Members may be capped at a maximum number as determined each year by the Club Executive:
a) This number to be reviewed at the start of each year and may be amended as determined by the Executive to be in the best overall interests of the club. Any change in cap is to be approved by simple majority vote at a Regular Monthly Meeting following the renewal period.
b) Initially the Membership Cap is set at 475 for the remainder of 2023.
Section 9. Effective February 1st, 2024; all renewing Active Members are required to volunteer a minimum of one day (6 hours min/day) to Work-Duty on a club sanctioned activity, project or event.
a) It is each Members’ sole responsibility to ensure that said work duty is properly logged with the organizing Committee Chair or provided to the Executive body or as otherwise set out. Accurate Self-Reporting is key in this regard.
i. If an active Member is unable to perform their annual Work Duty, they should inform the Membership Committee of a valid reason and request an exemption. I.e.: physical incapacity, regular work required them to be away from home for greatly extended period of the full year.
ii. Exceptions will only be granted under situations of extreme hardship or duress, at the discretion of the Membership Committee in consultation with Executive.
b) Junior Members are encouraged to participate in work parties as above along with their responsible parent or other Active member(s).
c) Senior, Honorary and Life Members are also encouraged to participate to provide some form of work duty or event support as they are able.
B – DUES:
Section 1. An initiation fee:
a) Shall be paid by each applicant. The amount of the initiation fee shall be reviewed in May, or earlier, so that any change(s) can be voted on in June, or earlier. The amount will be posted in the Policies and Procedures Manual.
b) This fee shall entitle each member to a Club Emblem. (Note: the club’s Rule Books and Etiquette Guide are posted on the Club website at: https://vmc.bc.ca/index.rules
Section 2. Annual Dues:
a) For Active and Junior members shall be reviewed each year in May, or earlier, so that any change(s) can be voted on in June, or earlier. The amount will be posted in the Policies and Procedures Manual.
b) Dues are payable no later then the last day of January of each year.
c) Dues may be paid up to three months in advance of the due date (i.e.: commencing Nov. 1st).
d) New Members joining the Club in February or later month will pay the full annual dues amount plus initiation fee.
Section 3. Method of Dues Payment:
a) Any member whose dues are not paid by the 1st of February shall no longer be a member of the Club. It will be at the discretion of the Executive whether or not to accept a late payment as long as such lateness is not in excess.
b) Dues will be paid:
i. by handing the payment to the Treasurer.
ii. by mailing a cheque to the Club.
iii. by E-transfer.
iv. or by other new electronic on-line payment processes acceptable to the Treasurer - to be communicated to membership on website and via other available means.
v. If payment is made by mailing a cheque said mail piece must be postmarked no later than January 31st.
vi. If a member chooses to hand this payment to another member, it is still the responsibility of the member paying to get it to the Treasurer, not the responsibility of the member to whom the payment was handed.
c) Any dues payments received late will not be processed.
d) A member who forfeits his membership in the club by reason of non-payment of dues shall
not be entitled to reinstatement as a member except by applying for admission as a new member (see B-Dues Section 3 (a)).
C – ADMISSIONS: - New Membership Applications:
Section 1. Application for new Active, Junior, and Senior membership in the Club shall be made by submitting the applicant’s fully completed and legible application form with all contact information (address, phone number, e-mail address), signed and dated by the applicant.
a) Form to be submitted by email (or on-line as may be the practice at such time) to the Membership Committee in advance, no less than five days prior to the next Regular Monthly Meeting at which the Applicant makes it known that they wish to attend and introduce themself.
b) If Membership is capped the Applicant to be advised of their position on the Wait List and to await further communication.
c) New Membership applicants will then be invited to attend in person at a regular monthly meeting, at which time the applicant will be introduced to all members present.
- At the same meeting when the applicant is introduced, membership will consider the application and vote on it.
d) If a Member Candidate is unable to attend the specified monthly meeting for Introduction as scheduled their name will go to the bottom of the wait list.
- A Member Candidate may request an exemption or deferral from attendance for Introduction and Admission may be granted only if work or prior family commitment requires them to be out of town.
- Member Candidate will make it known at which Regular Meeting they are available to attend to be introduced and voted upon.
e) A Sponsor is required. The Sponsor’s presence at the Regular Monthly Meeting when Applicant is introduced is suggested although not mandatory.
i) Sponsor must have been a VMC member for no less than one full year.
ii) No Sponsor shall nominate more than three Applicants as a Member in each calendar year. (Applicant may be an Individual or can include multiple Family Members which will be counted as one for the purpose of Sponsorship limitations.)
f) Applications for membership shall be accompanied by the initiation fee and full year’s annual dues.
- If for any reason the Applicant has not paid the full Annual Dues and Initiation fee in advance of attending the Regular Monthly Meeting, applicant is required to make payment at that meeting or face immediate reversal of any acceptance granted.
g) Each new Active Member is required to volunteer a minimum of two days (6 hours min/day) in their first year of membership, working on club sanctioned activity, project or event.
i. Required volunteer activity to be recorded as directed. It is each new Members’ sole responsibility to ensure that said work duty is properly logged with the organizing Committee Chair or provided to the Executive body or as otherwise set out.
ii. Self-reporting is key in this regard.
iii. See Article 1 - A Sec. 9a (i & ii)
h) New Junior Members are encouraged to participate in work parties as above along with their responsible parent. New Senior Members are similarly encouraged to be involved (see A Section 9-c above).
i) All New Members are required to attend an Orientation Day at the next scheduled Orientation Day date, and in all cases within the same year they are accepted as a member.
j) No Gate Key / Fob access will be provided to new members until Orientation Day requirement has been completed.
k) At times when total Membership has reached a cap, Applicants are advised to submit their completed Application Form to be placed on the Wait List.
Section 2. Life and Honorary membership in the Club shall be by invitation.
Section 3.
a) Applicants whose application receives not less than a three quarters majority vote shall be deemed to be elected to membership in the Club.
b) Applicants who receive less than a three quarters majority shall be deemed to be not elected to membership, and the treasurer shall forthwith advise the applicant and refund the initiation fees and annual dues paid by the applicant.
Section 4. Applications for Active or Junior membership from anyone under 19 years of age must be signed by the applicant’s parent or legal guardian.
D - EXPULSION, SUSPENSION, RESIGNATION
Section 1. A member may be expelled from the Club, or suspended for any period not exceeding six months from participating in any function of the Club, as the Club may decide, for:
a) Willfully violating any by-law of the Club.
b) Conduct unbecoming to a member of the club.
Section 2. Before any member is suspended, his case shall be investigated by the executive at a meeting to which the member shall be given not less than three days notice and at which they shall be given reasonable opportunity to attend. The executive shall recommend to the next general meeting of the Club what punishment if any should be imposed, or that no punishment should be imposed as the case may require.
Section 3. After the recommendation of the executive has been made, the Club shall vote:
a) First, on the question of whether or not any punishment should be imposed.
b) Second, (if it has been decided to impose punishment) on the question of what the punishment should be. It shall require a three quarters majority vote to impose any punishment as in (a) above and a majority vote to determine what the punishment should be. Provided that the imposition of any punishment shall not relieve any member so punished from any indebtedness to the Club for unpaid dues.
Section 4. Any member may at any time resign from the Club:
a) By handing his resignation in writing to an officer.
b) At any general meeting of the Club, provided that resignation shall not relieve such member from any indebtedness to the Club for unpaid dues, fines or assessments.
ARTICLE 2 - OFFICERS
Section 1. There shall be the following officers of the Club: President, Vice-president, Secretary, and Treasurer, who shall automatically be directors of the Club.
Section 2. The President shall preside at all meetings of the Club, appoint all committees authorized but not appointed by the Club, and generally supervise all the affairs of the Club.
Section 3. The Vice-president shall perform the duties and have the powers of the President during the absence or incapacity of the President.
Section 4. The Secretary shall keep an accurate record of the minutes of the meetings of the Club, give proper notice of all special meetings, conduct all correspondence, have custody of the seal, keep an accurate record of the names and addresses of all members and perform all other duties as normally fall to this office.
Section 5. The Treasurer shall collect all fees, dues, fines, assessments and other monies owed to the Club, and shall keep an accurate record of all monies received and spent. S/He shall pay all bills from Club funds when authorized to do so by the executive. S/He shall keep all funds of the Club not required for petty cash expenditures in a bank account in a chartered bank chosen by the executive. S/He shall prepare a balance sheet and profit and loss statement for the Annual Meeting and at other times whenever demanded by the executive.
ARTICLE 3 – EXECUTIVE
Section 1. There shall be a governing body, known as the Executive, consisting of the officers, up to seven other directors, and the most recent past President.
Section 2. The executive shall have authority to do all proper and lawful acts on behalf of the Club except those, which by these by-laws are required to be done by the Club.
Section 3. The executive shall have the power to nominate an active member of the Club in good standing as Club referee.
Section 4. Any member of the executive may be removed from office by a three quarters majority vote at any general meeting of the Club for:
a) Inefficiency in the performance of his duties, or
b) Becoming other than an active member in good standing of the Club
ARTICLE 4 – ELECTIONS
Section 1. Active, Junior, Senior and Life Members shall be eligible for election as an officer or other director and to vote in such elections. Honorary members may not stand for election.
Section 2. The election of officers and other directors shall take place at the annual meeting and shall be by secret ballot.
Section 3. Nominations may be made from the floor and shall be moved and seconded by members entitled to vote.
Section 4. No officer or other director shall be elected save by a majority vote. In the event that on the first ballot no candidate has a clear majority, the candidate receiving the smallest number of votes shall be deemed to have been eliminated and another vote shall be taken. This process of elimination shall be carried on until one candidate has a clear majority.
Section 5. Separate ballots shall be cast for each office, but one ballot shall be cast for the seven remaining directorships. Positions shall be filled in the following sequence: the offices of President, Vice-president, Secretary, Treasurer, and the seven other directors.
Section 6. The most recent past President shall automatically be a member of the executive, holding the position of “Past President” until another President has been elected, or they choose not to participate in the executive.
Section 7. Each member entitled to vote shall have one vote on each ballot for the officers and seven votes on the ballot for the other directors.
Section 8. All officers and other directors shall hold office until:
a) Their respective successors have been elected, or
b) Until they cease for any reason to be officers or directors.
Section 9. In case any vacancy occurs, an election shall be held at the next general meeting of the club and the member elected at that time shall hold office for the unexpired portion of the term of the officer or director whose place they are elected to fill.
ARTICLE 5 – MEETINGS
Section 1. Meetings of the Club shall be held at such an hour and at such place in the Province of British Columbia as the executive may see fit to choose.
Section 2. General meetings of the Club shall be held on the third Tuesday of each month.
Section 3. The Annual meeting of the Club shall be held on the third Tuesday in January.
Section 4. Special meetings, limited to the transaction of such business as may be specified in the notice of such meetings, may be held from time to time at the discretion of the executive, and shall be held on request made in writing and signed by eight active members in good standing.
Section 5. Save as herein otherwise provided, voting shall be by show of hands and a resolution receiving a majority vote shall be deemed to have been carried.
Section 6. A quorum at any meeting shall be 15 members entitled to vote which includes three members of the executive.
Section 7. Notice of special meetings and extraordinary resolutions shall be deemed to have been given to all members if posted on the club website at least two weeks prior to the meeting. Such notice shall specify the item or items of business that is proposed to transact at such special meeting. All members to be alerted to this posting through a broadcast e-mail.
Section 8. No notice shall be required of any regular or annual meetings of the Club.
Section 9. At the general meeting held in December two auditors shall be elected by the Club, and it shall be the duty of the auditors so elected to check the books, vouchers, bank balance sheet, and profit and loss statement of the Treasurer, and bring in a report concerning same at the annual meeting next following.
ARTICLE 6 – GENERAL
Section 1. The seal of the Club shall not be affixed save in the presence of any two directors authorized by a resolution of the executive or of the Club so to do.
Section 2. The by-laws of the Club shall not be altered save by extraordinary resolution.
Section 3. The Club shall have authority to borrow money by extraordinary resolution on such terms as may be specified in such extraordinary resolution.
Section 4. The Club shall have authority to set up such standing or temporary committees as may be deemed advisable, and to give such committees such powers as may be deemed advisable.
Section 5. The Club shall have authority to make rules for the safe and orderly conduct of all Club activities.
Section 6. Every member participating in any Club activity shall obey all the rules of the Club governing such club activity.
Section 7. The Club shall have authority by three-quarters majority vote at a general meeting to impose a fine not exceeding $50.00 on any member who willfully contravenes any by-law of the Club, but only after the member so accused has been given reasonable opportunity to answer the charges.
Section 8. Any member in good standing shall have the right to inspect the books and records of the Club at the conclusion of any regular meeting.
Section 9. An annual budget will be established at the beginning of each year based on the revenues and expenses of previous years plus taking into consideration special plans for the year. If the annual budget requires modification as a result of expenditures exceeding the budget, the new modified budget must be approved by a three quarters majority.
Section 10. The operations of the Society are to be chiefly carried on in the City of Victoria and the surrounding municipalities, all in the Province of British Columbia.
Section 11. The Club shall be deemed to be a “member-funded” society.
ARTICLE 7 – INVESTMENTS
All financial matters regarding investments will first be discussed at executive meetings, followed by a brief presentation at a club meeting for discussion and voting purposes.