Contact Information | Location | Staff | Mission Statement | Board of Directors | History | Club House | News and Events | Equipment | Frequently Asked Q & A | Code of Conduct | Fair Play Code | By-laws of Petrie Island Canoe Club
How to Contact Petrie Island Canoe Club
Phone: (613) 804-3304, between 9am and 4pm
Please send all correspondence by regular mail to:
Petrie Island Canoe Club
c/o Commodore Sarah Kennedy
679 Farmbrook Cr.
Petrie Island Canoe Club is located in the East End of Ottawa(Orleans) just off Highway 174 at Trim Rd.(dir North). For directions consult the following Google Map.
Club Head Coach
Sarah is volunteering again as Head Coach in 2018. Sarah “used to be fast”, and thoroughly enjoys coaching developing athletes. She loves kids and nature, and firmly believes that she has the best job in the world.
Matthieu has always loved the outdoors and outdoor sports. Currently studying music in Toronto, he has a lot of experience teaching and being around children. During the summers, he works as PICC’s Administrative Assistant, helping Sarah stay sane.
Summer Camp Coach
Leah loves playing games, going on adventures, and learning new things. Both an athlete and a musician, she’s creative and always on the move. Coaching at PICC will keep Leah immersed in all of her favourite things!
Summer Camp Coach
Tyler is a country boy who grew up paddling at Petrie, catching frogs and turtles, and walking around shirtless. He has a dazzling personality, which is why everyone at the club has to wear shades. Tyler self-identifies as “the cool coach”.
Summer Camp Coach
Melissa loves being outdoors and teaching people new things. She is looking forward to studying at Waterloo, and is super-stoked to be coaching canoeing at PICC this season. Like most of us who grew up at a canoe club, she’s fully convinced that paddling is the best way to spend your summer!
Summer Camp Coach
Victor is a burgeoning athlete, who just. never. stops (talking)! Victor fancies himself a Renaissance man, but he’s actually pretty fun. Ask him about the time he paddled C4 with his face!
Summer Camp Coach
He’s giant with a smile that you’ll see from a mile! Seb’s a black belt in karate, a lifeguard, a Nordic skier, big brother to three adoring siblings, and on his way to Laurentian in the fall. Also known as “Groot”, Seb totally craves being outdoors, and is always up for a high five or two!
Canoeing and kayaking has always been such an awesome part of our coaches’ lives, that now they want to share it with you! PICC‘s dynamic coaching team is highly qualified, and is committed to providing kids and adults with a summer full of fun and variety!
- To offer a variety of paddling programs, providing paddling opportunities for all levels, ages and abilities.
- To support and promote development of paddlers who can be proud of individual and team accomplishments on and off the water.
- To foster a sense of community, providing a fun, family-oriented and friendly environment, where individuals and families develop a sense of belonging.
- To manage club assets responsibly, through effective short and long term planning, strong management and fiscal control, continued growth and investment, and effective communication.
- To be good stewards of the environment, through our youth educational programs promoting ecological awareness and volunteerism, and by protecting clean waterways and natural ecosystems on and around Petrie Island.
- To promote gender equality and make paddling accessible to people with disabilities.
Board of Directors
- Commodore Sarah Kennedy – Sarah competed at the Jr. World Championships and won the Canadian Championships in 1995. She went on to coach at Banook, Cheema, Lake Lanier, and Rideau Canoe Clubs. Sarah is a biologist and mother of three. She founded Petrie Island’s first introductory kayak program in 2013, as a satellite of Rideau Canoe Club.
In 2013, Rideau Canoe Club opened Petrie Island’s first learn-to-kayak camps, directed by Sarah Kennedy, in partnership with Friends of Petrie Island. By 2015, the camps were full, and many children were growing out of the mini kayaks. Sarah Kennedy and Liz Orton decided to start a new canoe club, to serve Ottawa’s East End. Rideau got Petrie Island off to a great start, by gifting all of the original equipment. Petrie Island Canoe Club became a member club of Canoe Kayak Canada in 2016, offering three programs: Regatta-Ready (2-week), Youth Racing (8-week), and Wednesday Open House Nights. Friends of Petrie Island continues to work closely with PICC, to provide our campers with regular opportunities for ecological learning and stewardship.
Friends of Petrie Island generously provided Petrie paddlers with storage for their equipment from the time their first camps began in 2013. In 2017, PICC outgrew the space in FOPI sheds, and began using a shipping container. This summer, we plan to install a 3-container boathouse that will accommodate our club’s growth for the next five years.
News and Events
Canada Cup takes place next weekend at Mooney’s Bay, and two Petrie athletes will be competing for Team EOD. Canada Cup is an International Invitational Sprint regatta; we welcome competitors from across Canada and across the world!
A Killdeer has taken up residence beside the site where we plan to install our boat storage- construction has been delayed. Stay tuned to find out what happens next!
Dragon boat registration is in full swing; get your office team organized today!
Equipment: Boats and Paddles
- The club provides paddles, boats and kneeling pads (buns) for use by the membership and program participants.
- Petrie Island Canoe Club does not rent boats or paddling equipment to individuals.
- Coaches will provide advice to advanced paddlers wishing to acquire their own equipment.
- Maintenance and repair of PICC-owned boats is the sole responsibility of the club and its designated volunteers.
Frequently Asked Questions and Answers
Q. What is the water quality like at Petrie Island?
A. Since 2013, we have seen a marked improvement in water quality on Petrie island. Over the next few years, as the city of Ottawa implements the Ottawa River Action Plan, we can expect water quality at Petrie Island to become even better. For more on water quality at City of Ottawa beaches, go to: http://www.ottawariverkeeper.ca/water-quality-ottawa-beaches/
Q. Who will be giving the canoe and kayak lessons and what are their qualifications?
A. Petrie Island’s Head coach is Sarah Kennedy (Commodore). Sarah is ELCC certified, and has been paddling since she could walk. Sarah coaches older PICC athletes throughout the winter, and is very excited to get back on the water at Petrie Island this summer! She is a former Canadian National Champion in Jr. Women’s 500m kayak and holds many other Canadian titles. Sarah represented Canada at the 1995 Jr. World Championships in Japan and has coached for numerous canoe clubs, including the Rideau Canoe Club, Banook Canoe Club, Cheema Aquatic Club, and Lanier Canoe and Kayak Club. She is a member of Friends of Petrie Island, and she founded, directed and coached the Petrie Island’s Introductory Kayak Camps since 2013.
Q. Will PICC’s programming be available in both official languages?
A. Yes! Camp coaches are bilingual, and instruction will be offered in both French and English.
Q. Can you provide more information on the Regatta Ready Summer Camp?
A. Our full-day, two-week Summer Camp introduces you to the Olympic sport of Sprint Canoe-Kayak, with a uniquely ecological theme. Camp runs Monday through Friday, from 9am-4pm, with before and after care starting at 8am and ending at 5pm. The Regatta Ready Summer Camp Program is available to members born 2010(U9) to 2004(U15).
Our Summer 2019 Regatta Ready Summer Camp schedule is:
- Session 1: July 2 to July 12
- Session 2: July 15 to 26
- Session 3: July 29 to August 9
- Session 4: August 12 to 23
- PICC U12 FUN REGATTA: August 24!!
Registration for session #4 is still OPEN. To sign up for any of our programs visit the Registration Page
Q. What if my child takes the Regatta Ready Program, enjoys it so much and wants to continue paddling all summer?
A. Youth Racing will be a great fit and we will gladly upgrade your membership. Registered Regatta Ready participants who opt for the Youth Racing program will have their fees pro-rated so no need to worry about additional fees. More information about Youth Racing Program.
Q. How many youth participated in the program in the past years?
A. Since 2013, there have been about thirty children in our introductory canoe-kayak camps each summer. We are significantly increasing our capacity for 2020, by acquiring additional equipment, and coaching staff. For the foreseeable future, we expect to increase summer camp capacity each year, while gradually adding a wide array of paddling programs.
Q. Will my child grow out of your program? A. No. We will grow with your child, eventually offering programs for paddlers of every age and ability. In 2018, we started a summer training program for teens 16 and over. Many of our coaching staff grew up paddling at PICC.
Q. Will there be other children my child’s age?
A. We expect about 100 children in our summer camps this year, between the ages of 9 & 16yrs (age as of Jan. 1st, 2019). For part of each day, children will be placed in groups according to ability. The rest of the day will be spent as a group. Every child will get to paddle with kids their own age, and have lots of opportunities to make friends!
Q. What programs does Petrie Island offer for adults?
A. In 2018, we offered adult dragon boat and it was a tremendous success and we hope to build on that success again this year. For a fantastic mix of outdoor fitness and social event, dragon boat is the perfect team-building activity; corporate teams may book regular weekly sessions. Contact Us for more information.
Q. What additional programs will Petrie Island offer in the future?
A. Petrie Island’s programs will grow in response to the needs of our community. In 2017, we piloted PaddleAll, for children with developmental disabilities. Children with mild mental/physical disabilities may be able to participate in our regular summer camps; parents/guardians may Email Us to arrange an interview.
Q. Will there be volunteer opportunities available?
A. Absolutely! Parents of our Summer campers are strongly encouraged to participate by volunteering at regattas and special events. Please ask your child’s coach or a board member for details. From July 2-8th, we will be accepting qualified high-school aged volunteers into our Leadership Program. Through the program, we provide teens with practical safety boat training, and in turn, they facilitate our evening programs, including Special Olympics paddling and our Wednesday night Open House. If you would like to earn your volunteer hours with us this summer, please Email Us. Training takes place 6:30-8pm on Tuesday, July 9th.
Code of Conduct
All paddlers are expected to be dressed and ready to train at their scheduled times. Paddlers are expected to be on their best behavior and to conduct themselves in a sportsmanlike manner at all times. Each athlete and/or their parents will be held responsible for their conduct at PICC and at any out of town regattas. Paddlers will clean up after themselves at home and away; they will aim to leave their area tidier than it was before they arrived. Athletes traveling with the club will be expected to remain with their teammates or designated chaperone at all times unless previous clearly defined arrangements have been made. All paddlers are expected to follow any guidelines set down by the coaches and chaperones.
Paddlers are responsible for the care of boats, etc. used during their training times. Paddlers will show respect for themselves and for others. Please note that PICC does not assume responsibility for determining a paddler’s swimming competency. It is required that all paddlers have a swimming proficiency equivalent to the Red Cross Swim Kids Level 6.
The club depends on parent volunteers to do a great variety of work. Some tasks involve special expertise or require significant experience with Sprint Canoe-Kayak, but most do not. Some projects have to be done on the island, while others are done from home or elsewhere. Some are year-long commitments and others require short bursts of effort. In other words, no matter what limitations there may be, there is surely something you can do to help the club. Make your talents known, we need you! PICC will need help organizing regattas, driving the boats, setting up our site, preparing snacks, driving safety boats, transportation and chaperones to out of town regatta, sewing paddling related clothing and equipment, painting signs, organizing team clothing sales, fundraisers, etc.
The sprint racing program is by far the most costly program run by the club. The fees are highly subsidized, however, the volunteer services provided by the parents of competitive athletes offsets this expense. Competition expenses such as travel, accommodations and entry fees are the sole responsibility of each participating athlete and/or family. PICC may offer assistance by way of van or bus rental providing seating for paddlers/parents.
In addition, it is asked that all competitive athletes/parents participate in our fundraising projects. These efforts are essential to ensure the financial stability of our club. Fundraising is common to virtually all non-profit competitive sports organizations. Maximum participation in this endeavor will result in less work for all.
Standard of Conduct Policy
Canoe Kayak Canada has a Standard of Conduct policy. All members of the CKC and all members, employees and volunteers of the Petrie Island Canoe Club are expected to follow this Code of Conduct.
- Coaches, athletes, officials, volunteers and administrators share responsibility for the orderly conduct of canoe and kayak competitions:
- they shall at all times acknowledge the authority of appointed competition officials and treat their roles and decisions with respect
- they shall at all times exercise self-control and show proper respect for peers, competitors and spectators
- they shall at all times demonstrate due regard for the overall integrity of the competition.
- Coaches, athletes, officials and administrators share responsibility for understanding and complying with the rules under which canoe and kayak competitions are conducted:
- they shall at all times observe the relevant club, local, divisional, provincial, national and international rules and regulations governing the sport of canoe and kayak racing.
- Coaches, athletes, officials, administrators and volunteers shall, when at and away from competition sites, conduct themselves, at all times, in a manner consistent with the ideals and values of CanoeKayak Canada:
- their behaviour shall at all times be respectful, professional, responsible and sportsmanlike;
- they shall treat others with respect and shall not speak disparangingly of any other athlete, coach, official, administrator, volunteer or program;
- they shall not engage in conduct likely to bring the association, competition or sport into disrepute.
Code of Conduct for Traveling Athletes
It is important to remember that as athletes, you have other responsibilities that travel with you to out-of-town regattas. Those responsibilities are outlined below and you are expected to abide by these guidelines. You must remember that not only are you representing yourselves, but also Petrie Island Canoe Club, Orléans, and the City of Ottawa. How you act and behave is a direct reflection upon your club, etc.
Please be reminded of the following that will be applied to all athletes regardless of age. We ask that athletes abide by these basic policies:
- Conduct at all times shall reflect honesty, good sportsmanship, courtesy and respect towards others.
- All policies, procedures, rules and regulations of Canoe Kayak Canada must be followed at all times.
- Use of language that is abusive, foul or offensive to others is prohibited.
- Possession and/or consumption of any alcoholic beverage while traveling with the team or while attending sanctioned training sessions or regattas involving paddlers, is prohibited.
- Providing alcoholic beverages to anyone under the minimum age of 19 years or where prohibited by law is prohibited.
- Being impaired or intoxicated is prohibited.
- Possession or consumption of any illegal drugs is prohibited.
- Theft or possession of stolen property is prohibited.
- Willful acts of destruction to property of others is prohibited. It is the responsibility of the individual perpetrating such acts to make restitution where required.
- Non-compliance, by any athlete, with any/all above policies will be subject to disciplinary action by the PICC Board of Directors.
Fair Play Code
- I will participate because I want to, not just because my parents or coaches want me to.
- I will play by the rules, and in the spirit of the game.
- I will control my temper – fighting and “mouthing off”, can spoil the activity for everybody.
- I will respect my opponents.
- I will do my best to be a true team player.
- I will remember that winning isn’t everything; having fun, improving skills, making friends, and doing my best are more important.
- I will acknowledge all good performances – those of my team and of my opponents.
- I will remember that coaches and officials are there to help me. I will accept their decisions and show them respect.
- I will be reasonable when scheduling activities, remembering that young athletes have other interests and obligations.
- I will teach my athletes to play fairly and to respect the rules, officials and opponents.
- I will ensure that all athletes get equal instruction, support and time.
- I will not ridicule or yell at my athletes for making mistakes or for performing poorly. I will remember that children play to have fun and must be encouraged to have confidence in themselves.
- I will make sure that equipment and facilities are safe and match the training to athletes’ ages and abilities.
- I will remember that children need a coach they can respect. I will be generous with praise and set a good example.
- I will obtain proper training and continue to upgrade my coaching skills.
- I will make sure that every athlete has a reasonable opportunity to perform to the best of his or her ability, within the limits of the rules.
- I will avoid or put an end to any situation that threatens the safety of the athletes.
- I will maintain a healthy atmosphere and environment for competition.
- I will not permit the intimidation of any athlete either by word or by action. I will not tolerate unacceptable conduct toward myself, other officials, athletes or spectators.
- I will be consistent and objective in calling all infractions, regardless of my personal feelings toward a team or individual athlete.
- I will handle all conflicts firmly but with dignity.
- I accept my role as a teacher and role model for fair play, especially with young participants.
- I will be open to discussion and contact with the athletes before and after the session.
- I will remain open to constructive criticism and show respect and consideration for different points of view.
- I will obtain proper training and continue to upgrade my officiating skills.
- I will not force my child to participate in sports.
- I will remember that my child engages in sport for his or her enjoyment, not for mine.
- I will encourage my child to follow the rules and to resolve conflicts without resorting to hostility or violence.
- I will teach my child that doing one’s best is winning, so that my child will never feel defeated by the outcome.
- I will make my child feel like a winner every time by offering praise for competing fairly and trying hard.
- I will never ridicule or yell at my child for making a mistake or losing a competition.
- I will remember that children learn best by example. I will applaud good plays/performances by both my child’s team and their opponents.
- I will never question the officials’ judgment or honesty in public.
- I will support all efforts to remove verbal and physical abuse from children’s sporting activities.
- I will show respect and appreciation for the coaches, officials, and volunteers who give their time to provide sport activities for my child.
- I will remember that children play sport for their enjoyment. They are not playing to entertain me
- I will not have unrealistic expectations. I will remember that child athletes are not miniature professionals and cannot be judged by professional standards.
- I will respect the officials’ decision and I will encourage participants to do the same.
- I will never ridicule an athlete for making a mistake during a competition. I will give positive comments that motivate and encourage continued effort.
- I will condemn the use of violence in any form and will express my disapproval in an appropriate manner to coaches and officials.
- I will show respect for my team’s opponents, because without them there would be no event.
- I will not use bad language, nor will I harass athletes, coaches, officials or other spectators.
By-laws of Petrie Island Canoe Club
Article 1 Name and Identity
- The name of the Association shall be the Petrie Island Canoe Club (PICC), and the French name shall be le Club de Canoë-Kayak de l’Île Pétrie, hereinafter referred to as the Club.
- The official colours of the Club are green with purple and white. The recreational Club emblem is a turtle holding a paddle, and the Club racing jersey shall be predominantly green in colour.
Article 2 Definitions
In these By-laws, the following definitions shall apply:
- The “Fiscal Year” shall run from the 1st of October to the 30th of September.
- The “Membership Year” shall run from the 1st of October to the 30th of September.
- The “Executive” means the Executive Officers, and includes the Commodore, Vice-Commodore, Secretary, Treasurer, and the Paddling Director.
- The “Board” means the directors of the Club, including the Executive Officers and Past Commodore, as well as positions deemed appropriate by the Executive.
- A “Registered Paddler” means someone who has registered for a paddling program with the club.
- A “Member in good standing” means any member who has paid the required fees, and is not the subject of disciplinary action.
- A “Special Resolution” means a resolution passed by not less than three fourths of such members entitled to vote as are present in person, at a meeting of which notice specifying the intention to propose the resolution as a special resolution has been duly given.
Article 3 Memberships
Membership shall be open to all residents of Orléans and surrounding areas. Each member eighteen years of age and over is entitled to one vote. For family members under the age of eighteen, the member’s parent or guardian is entitled to one vote per family.
Candidates for membership must:
- Complete an application in a form approved from time to time by the Executive Committee.
- Pay a membership fee which has been proposed by the Executive Committee and ratified by the membership. This fee is due and payable at a time prescribed by the Executive Committee.
- Be approved by the Executive Committee. Such approval is not to be unreasonably withheld.
- Membership in the Club is forfeited by failure to pay the application fee by the time prescribed by the Executive Committee. Membership may also be forfeited by failure to abide by the rules and regulations of the Club as determined from time to time by the Executive Committee.
There shall be the following categories of membership:
- Participating Members: Those members who have paid the required fee and who are actively participating in the Club Program. The requirements and age limits for the categories will be determined and established by the board with regard to the Canoe Kayak Canada regulations.
- Family Member: A family member is a registered paddler, parent, legal guardian or sibling of the same family living in the same household. Each family may designate 2 adults (18 years of age or older as of January 1st of the current calendar year) as the Designated Guardians.
- Associate Member: Those persons who have paid the required fee and demonstrate an interest in the affairs of the Club and are non-paddling participants in the Club.
- Lifetime Member: From time to time, the Club may honour certain persons with a lifetime membership in the Club.
- Honorary Member: The Board of Directors may from time to time, by unanimous vote, grant an Honorary Membership to an individual.
Article 4 Executive Officers
The Club Executive Officers shall be the Commodore, the Vice-Commodore, the Secretary, the Treasurer, and the Paddling Director.
- The registration/nominating committee shall select one candidate for each office and present each slate of nominees at the Annual General Meeting.
- At the Annual General Meeting, the Chair shall ask for nominations from the floor, and the names of any members so nominated shall be added to the list, provided they are present at the AGM and have consented to the nomination. Nominations from the floor must receive a seconder.
- Officers shall be elected at the Annual General Meeting by majority vote of the voting members present, providing there is a quorum present. A quorum is defined as 15% of the registered membership and voting as stated in Article 3, paragraph 2. In the event that no candidate receives a majority vote on the first ballot, all but the two highest shall be eliminated and the balloting continued. If the vote remains a tie after the second ballot, the election shall be decided by lot. In the event that there is but one candidate for each office, the ballot may be dispensed with and the nominees elected by acclamation.
- The office of Commodore is a two year term. The incumbent Commodore may be re-elected to consecutive two year terms subject to the requirements stated in this Article.
- All other offices are to be held for a single term. The incumbent may run for consecutive terms subject to any of the requirements in this Article.
- The mode of elections for Club Officers is the secret ballot.
- A vacancy occurring in the office of Commodore shall be filled for the unexpired term by the Vice-Commodore.
- A vacancy occurring in the office of Vice-Commodore shall be filled for the unexpired term by special election at any meeting.
- A vacancy occurring in any of the remaining offices shall be filled for the unexpired term by majority vote of the Executive Committee.
Duties of the Officers:
- The Commodore shall:
- Be subject to the majority approval of the officers, appoint the chairperson of all committees.
- Not be a member of the nominating committee.
- Endeavor to serve the Club in a strictly impartial manner.
- Endeavor to publicize and promote the sport in general and the Club in particular.
- Endeavor to keep the Club on the best representative level in the Eastern Ontario Division of Canoe Kayak Canada and OCSRA.
- Keep the membership of the Club fully informed of all matters concerning the Club at all times.
- Counter sign all cheques drawn on Club funds.
- Be permitted to commit to expend up to 10% of any one category of the approved annual budget in any one calendar month.
- The Vice-Commodore shall:
- Perform the duties of the Commodore in the absence of the Commodore, and shall perform such duties as are delegated by the Executive Committee.
- Assist the Executive Committee in all ways.
- Assume the powers of the Commodore in the absence of the Commodore.
- Succeed to the office of Commodore in the event of a vacancy in the office of Commodore.
- Countersign cheques in the absence of the Commodore.
- The Secretary shall:
- Keep an accurate record of all special, general and annual meetings of the Club.
- Countersign cheques in the absence of the Vice-Commodore.
- Endeavor to notify all members and parents and guardians of annual, general and special meetings.
- Keep a record of all correspondence.
- Have at all special, general, and annual meetings, a copy of the Club’s by-laws and a current copy of Robert’s Rules of Order.
- Have custody of the Club seal.
- The Treasurer shall:
- Have custody of all Club funds and make disbursements only as authorized by the Executive Committee.
- Be responsible to develop and present to the Executive for approval, a yearly budget, and present printed monthly income and expenditure statements by category, as presented in the approved budget.
- Be bonded in the amount prescribed by the Executive Committee, the premium being paid from the Club funds.
- Prepare a written report of the financial position of the Club. The report shall contain a balance sheet and operating account for the fiscal year. This report shall be submitted to the Executive Committee no later than fifteen days after the current fiscal year end for audit.
- Be the primary signatory on all cheques.
- The Paddling Director shall:
- Assure there is Club representation at Ontario Canoe Sprint Racing Affiliation and Eastern Ontario Division of Canoe Kayak Canada meetings called by their Chairpersons.
- Liaise with the Head Coach to ensure there is a comprehensive written paddling plan for the Club.
- Keep abreast of safety issues and make recommendations to the Executive Committee.
- Keep an up to date written equipment inventory and the status of repair of the equipment.
- The Fundraising Member shall:
- Initiate major fundraising events to meet the objectives set by the Executive.
- Ensure ongoing fundraising opportunities such as regatta and Club canteens are operated and staffed.
- The Community Liaison shall:
- Endeavor to hold a minimum of 4 special events per year for the membership outside of paddling.
- Be responsible for the promotion of the Club and its events within the community and surrounding areas with the aim of expanding the membership.
- Develop and maintain ties to other groups within the community of Orléans to enhance Club programs and capabilities.
- Retiring Officers:
- The retiring officers of the Club shall meet with the incoming officers within thirty days of the annual meeting, at which meeting all incoming officers shall receive all files, records, and pertinent information whether written or oral, pertinent to the operation of the Club.
- Removal of Officers:
- An Officer failing to fulfill the obligations of their office to the Club may be replaced by a two thirds majority vote of the Officers. The request for resignation shall be sent to the Officer by registered mail or in person. The officer will then have fourteen (14) days to reply to the Executive Committee. Failure to reply shall cause the position to be declared vacant. Irrespective of the reply received, the decision of the Officers may still stand.
Article 5 The Executive Committee
The Executive Committee shall:
- Be composed of the Executive Officers of the Club who shall have voting power, and the Head Coach, who shall have voting power, except on issues which concern his/her employment contract, employment conditions or matters where he/she directly receives financial or in kind benefits.
- Supervise the affairs of the Club and shall be authorized to transact and carry out any business which must be completed before the next annual, general or, special meeting.
- Have the authority to enter into any contracts, agreements and transactions on behalf of the Club within the approved budget.
- Have a minimum of eight executive meetings a year.
A quorum for an Executive Committee shall be three voting members of that committee.
A vote of the majority of those present, a quorum being present, shall constitute effective
Article 6 Committees
Each committee, both standing and special, shall have an Officer as a sitting member, who may be the chairperson only if requested by the committee members.
The standing committees are:
- Buildings and Grounds with the Vice-Commodore as a member.
- Paddling with the Paddling Director as a member.
- Fundraising with the Fundraising Member as a member.
- Promotion/Publicity with the Community Liaison as a member.
- Nominating/Registration Committee with the Registrar as a member
- Communications with the Secretary as a member.
Special committees may be appointed when deemed necessary by the Executive Committee. The duties and powers of the standing and ad hoc committees are to be determined by the Executive Committee. The procedure followed by the various committees shall be determined by the individual committee, unless directed otherwise by the Executive Committee. Minutes of all committee meetings shall be kept for a minimum of five years. Committees shall report back to the Executive Committee unless otherwise directed by the Executive Committee. Committees shall submit written reports detailing operations 5 days prior to any general or special meeting of the membership, or 10 days prior to the Annual General Meeting.
Article 7 Meetings
There shall be at least two meetings in the fiscal year; one Annual General Meeting to be held in October, and one Semi-Annual Meeting to be held in May. A quorum shall consist of 15% of the registered voting members of the Club, at any annual, semi-annual or special meeting of the Club.
Annual General Meeting:
- The Annual General Meeting shall be held in October.
- Every reasonable effort shall be made by the Officers to notify all voting members at least ten days prior to the meeting. Notice shall be given by email to the most recent address provided by the member to the Registrar.
- The election of Officers shall occur at the Annual General Meeting.
- Special meetings may be called by the Commodore or by the majority of the Executive Committee, or by one third of the voting membership. All reasonable efforts are to be made to give notice of the principal business of the special meeting to the voting membership and parents or guardians. Notice shall be given by email to the most recent address provided by the member to the Registrar.
- Notice of the special meeting shall state the purpose for which it is called and no other business shall be transacted.
Article 8 Audit
An audit shall be made of the Club’s financial records by a qualified person or persons, independent of the Club, appointed by the Executive Committee. Such audit shall be a written report to the members, upon balance sheet and operating account, properly drawn up so as to exhibit a true and correct view of the Club’s affairs. Such audit shall be read at the Annual General Meeting, signed by two officers, and filed with the Business Development Center of Ontario in accordance with filing guidelines. A list of present officers shall be included with each audit.
Article 9 Indemnities to Directors, Officers and Others
Every director or officer of the Club or any other person who has undertaken or is about to undertake any liability on behalf of the Club and his or her 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 against the following:
- All costs, charges and expenses whatsoever which such directors, officers or other person sustains or incurs in or about any action, suit or proceeding that is brought, commenced or prosecuted against him or her, for on in respect of any act, deed, mater or thing whatsoever made, done or permitted by him or her, in or about the execution of the duties of his or her office; and
- All other costs, charges and expenses that 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 own willful neglect or default.
Article 10 For the Protection of Directors and Officers
Limit of Director’s Liability. No director or officer for the time being of the Club shall be liable for the acts, receipts, neglects or defaults of any other director or officer or employee or for any loss, damage or expense happening to the Club through the insufficiency or deficiency of title to any property acquired by order of the Board or for or on behalf of the Club or for the insufficiency of 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 the bankruptcy, insolvency or tortious act of any person, firm or company 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 of the duties of such director’s or officer’s respective office or trust or in relation thereto unless the same shall happen by or through the director’s or officer’s own wrongful and willful act or through his or her own wrongful and willful neglect or default.
Article 11 Borrowing
The Executive Committee, upon a motion passed by not less than four fifths of the Executive Committee, shall be empowered to take out a mortgage, and borrow up to 20% of the Club’s operating revenue up to a maximum of $15,000.00 in any one fiscal year, provided that five (5) days’ notice of such motion has been given to the Executive Committee. Monies are to be appropriated only for purposes consistent with the objects and goals of the Club.
Article 12 Inspections of Books
Upon notice in writing, a member of the Club may inspect the books and records of the Club at a time mutually convenient to the member and the member of the Executive Committee who has custody of the record books. The time between the notice being given in writing by the member, and the time for the inspection of the books and records is not to be unreasonable under the circumstances.
Article 13 Complaints
Any complaint concerning the management of the affairs of the Club or its employees, or relating to the conduct of a member, shall be made in writing to the Secretary or to the Commodore. At the next meeting of the Board of Directors the Board will be made aware of the complaint and will determine the appropriate course of action to ensure that the complaint is addressed in accord with the rules, regulations and policies of the Club.
Article l4 Seal
The Secretary of the Club shall be charged with the custody of the Seal of the Club and the seal shall be fixed to all contracts, deeds and other instruments or documents on behalf of the Club by the Secretary.
Article 15 Parliamentary Authority
The latest edition of Robert’s Rules of Order shall govern the deliberations of the Club.
Article 16 Amendments
- The by-laws may be amended or rescinded by a majority vote at the Annual General Meeting.
- Amendments shall become effective on November 2nd of the same year.
- An approved amendment shall not be acted upon or enforced until appropriate approvals have been