Proposed Amendments to Constitution & Bylaws - 2018 AGM

The following amendments to the Club Constitution and Bylaws are proposed for acceptance at the 2018 AGM.

Amendment 1a: Remove upper limit of 160% on reserve fund

Proposer

John Galbraith

Proposal

Remove the upper limit of 160% on the reserve fund as described in Bylaw Article 5, Section 2 - Budget, subsection (b) (link).

Rationale

Bylaw Article 5, Section 2 - Budget, subsection (b) is as follows:

The proposed annual budget shall ensure a reserve fund in the amount of 80% to 160% of the previous average of the previous 3 years' actual income.

The "reserve fund" refers to the Club's cash reserves at the end of the fiscal year, September 30, with known expenses that have not been paid subtracted from this amount and with expected revenues that have not been received added to this amount.  The cash reserves are maintained in the Club's chequing and PayPal accounts,

This section was added to the Bylaws in the late 1990s with the desire to assure that (1) some money would be available should an unexpected expenditure arise, whether due to an emergency or for some other unplanned reason, and (2) money could accumulate only to a limit such that it might be a temptation to a Club member who has withdrawal privileges for the Club's bank account(s) to take the money.  In addition, it ensured that the OOC either spent money on activities or equipment related to the Club or reduced the membership fees.

A concern, however, is that this upper limit reduces flexibility for the executive and the Club members regarding the budget.

Proposed changes

Proposed additions to the text are italicized and in green.  Proposed removals from the text are crossed out and in red.

Bylaws, Article 5, Section 2 - Budget (b)

Current wording

The proposed annual budget shall ensure a reserve fund in the amount of 80% to 160% of the previous average of the previous 3 years' actual income.

Proposed change

The proposed annual budget shall ensure a reserve fund in the amount of at least 80% to 160% of the previous average of the previous 3 years' actual income.

Additional information

This amendment is superseded by Amendment 1b, "Remove all budget limits on reserve fund".  If Amendment 1b passes, this amendment is meaningless, since Amendment 1b removes this subsection completely.

Amendment 1b: Remove all budgetary limits on reserve fund

Proposer

John Galbraith

Proposal

Remove both the lower limit of 80% and the upper limit of 160% on the reserve fund as described in Bylaw Article 5, Section 2 - Budget, subsection (b) (link).

Rationale

Bylaw Article 5, Section 2 - Budget, subsection (b) is as follows:

The proposed annual budget shall ensure a reserve fund in the amount of 80% to 160% of the previous average of the previous 3 years' actual income.

The "reserve fund" refers to the Club's cash reserves at the end of the fiscal year, September 30, with known expenses that have not been paid subtracted from this amount and with expected revenues that have not been received added to this amount.  The cash reserves are maintained in the Club's chequing and PayPal accounts,

This section was added to the Bylaws in the late 1990s with the desire to assure that (1) some money would be available should an unexpected expenditure arise, whether due to an emergency or for some other unplanned reason, and (2) money could accumulate only to a limit such that it might be a temptation to a Club member who has withdrawal privileges for the Club's bank account(s) to take the money.  In addition, it ensured that the OOC either spent money on activities or equipment related to the Club or reduced the membership fees.

A concern, however, is that these limits reduce flexibility for the executive and the Club members regarding the budget.

Proposed changes

Proposed additions to the text are italicized and in green.  Proposed removals from the text are crossed out and in red.

Bylaws, Article 5, Section 2 - Budget (b)

Current wording

(b) The proposed annual budget shall ensure a reserve fund in the amount of 80% to 160% of the previous average of the previous 3 years' actual income.

Proposed change

(b) The proposed annual budget shall ensure a reserve fund in the amount of 80% to 160% of the previous average of the previous 3 years' actual income.

Additional information

This amendment supersedes Amendment 1a, "Remove upper limit of 160% on reserve fund".

Amendment 2: Remove extra "previous" in 80%-to-160% bylaw

Proposer

Rob Burnfield

Proposal

Remove the redundant word "previous" in Bylaw Article 5, Section 2 - Budget, subsection (b) (link).

Rationale

Bylaw Article 5, Section 2 - Budget, subsection (b) is as follows:

The proposed annual budget shall ensure a reserve fund in the amount of 80% to 160% of the previous average of the previous 3 years' actual income.

The sentence contains the word "previous" twice.  The first instance ("of the previous average of the previous 3 years'") is redundant.

Proposed changes

Proposed additions to the text are italicized and in green.  Proposed removals from the text are crossed out and in red.

Bylaws, Article 5, Section 2 - Budget (b)

Current wording

(b) The proposed annual budget shall ensure a reserve fund in the amount of 80% to 160% of the previous average of the previous 3 years' actual income.

Proposed change

(b) The proposed annual budget shall ensure a reserve fund in the amount of 80% to 160% of the previous average of the previous 3 years' actual income.

Additional information

If Amendment 1b, "Remove all budgetary limits on reserve fund", is passed, this amendment is redundant and can be ignored.

Amendment 3: A person who leads 3+ trips of 4+ people receives free membership following year

Proposer

Xuan Qi

Proposal

A person who leads 3 or more club trips, each of which has 4 or more participants, will receive a free membership for the next year.

Rationale

it is challenging to attract volunteer trip leaders.  For an activity program, e.g., skiing or hiking, to succeed, it is essential to have about 8-10 active trip leaders.  This proposal may cost the Club about $300 per year in reduced membership fees from leaders, which may well be worth it, since, at the extreme, if there are no trip leaders, there are no activities, and eventually no members.  In addition, having more leaders who are more committed might help attract members, which would offset the loss of membership fees from the leaders.

Proposed changes

Proposed additions to the text are italicized and in green.  Proposed removals from the text are crossed out and in red.

Bylaws, Article 6, Section 1 - Conduct of Trips

Current wording

[This proposed subsection is new and does not exist.]

Proposed addition

A person who leads three or more Club trips during the Club's membership year, each trip of which has four or more participants (including the leader), shall receive a free membership for the next year.

Additional information

There are multiple proposed amendments to Article 6, Section 1, some of which create new subsections such as this amendment.  Since it is possible that not all amendment proposals will be accepted, the subsections proposed  for Article 6, Section 1, shall be lettered in sequence following the existing lettering and in the order of the amendments.

Amendment 4: Add "hindering completion of trip" as reason for leader to exclude participant on activity

Proposer

Bonnie Lalonde

Proposal

Along with reasons of safety, also permit a leader to exclude a participant when the leader thinks that the participant might hinder the completion of the activity.

Rationale

Currently, a leader can exclude a person from participating in an outing for reasons of safety.  This proposal recognizes that, although a person may participate safely, there may be other reasons that the participant may hinder the completion of the activity.  As an example, the leader may have reason to think that the participant may move substantially slower than the group on a hike and that the group might then not return until after the sun has set.

Proposed changes

Proposed additions to the text are italicized and in green.  Proposed removals from the text are crossed out and in red.

Bylaws, Article 1, Section 1 - Membership Requirements (d)

Current wording

(d) The executive reserves the right to prohibit any member from bringing children whose conduct is unsafe or is likely to bring discredit to the Club.

(e) The executive may be directed by resolution from the general membership at the Annual General Meeting to limit the total number of Club memberships to be issued for the current year.

Proposed change

(d) The executive reserves the right to prohibit any member from bringing children whose conduct is unsafe or is likely to bring discredit to the Club.

(de) The executive may be directed by resolution from the general membership at the Annual General Meeting to limit the total number of Club memberships to be issued for the current year.

Bylaws, Article 6, Section 1 - Conduct of Trips (b)

Current wording

(b) The trip or activity leader has the right to exclude specific participants for safety reasons.

Proposed change

(b) The trip or activity leader has the right to exclude specific participants for safety reasons of safety or that they might hinder the completion of the trip or activity.

Additional information

Article 6, Section 1 (b) as changed incorporates Article 1, Section 1 (d), so Article 1, Section 1 (d) can be removed.

Amendment 5: Activity leader must comply with Club's policies and procedures

Proposer

Bonnie Lalonde

Proposal

Anyone leading a Club activity must comply with the Club's policies and procedures.

Rationale

We currently expect leaders to follow the Club's policies and procedures while leading a single-day or multi-day trip.  This proposed amendment indicates that this will be a requirement.

Proposed changes

Proposed additions to the text are italicized and in green.  Proposed removals from the text are crossed out and in red.

Bylaws, Article 6, Section 1 - Conduct of Trips

Current wording

[This proposed subsection is new and does not exist.]

Proposed addition

The trip or activity leader shall comply with the Club's policies and procedures for leading an activity or trip.

Additional information

There are multiple proposed amendments to Article 6, Section 1, some of which create new subsections such as this amendment.  Since it is possible that not all amendment proposals will be accepted, the subsections proposed  for Article 6, Section 1, shall be lettered in sequence following the existing lettering and in the order of the amendments.

Amendment 6: Treasurer responsible for collecting sign-up sheets

Proposer

Bonnie Lalonde

Proposal

Add as one of the Treasurer's area of responsibility that the Treasurer shall be responsible for collecting sign-up sheets.

Rationale

For years, participants in our activities have been required to sign the activity's sign-up sheet before starting the activity.  The Treasurer and the Membership Secretary use the information on it for different reasons.  The Treasurer is responsible for collecting the activity and rental fees related to the trip; these are document on the sheet.  The Membership Secretary uses the information to verify when new members state that they participated in a past activity when reducing their membership fee.  Because the Treasurer is ultimately responsible for the money, it is appropriate to add it to the responsibilities of the Treasurer.

Proposed changes

Proposed additions to the text are italicized and in green.  Proposed removals from the text are crossed out and in red.

Bylaws, Article 3, Section 5 - Treasurer

Current wording

[This proposed subsection is new and does not exist.]

Proposed addition

(h) The Treasurer shall be responsible for collecting all sign-up sheets.

Additional information

None.

Amendment 7: Submit incident report when injury requiring medical attention occurs

Proposer

Lisa Weinberger

Proposal

Require the trip leader to complete a written report when a trip participant sustains an injury.

Rationale

For transparency, accountability and to enable risk mitigation for future trips, activities during which injuries are sustained should be documented in writing.

Proposed changes

Bylaws, Article 6, Section 6 – Incident Reports

Current wording

[This proposed section is new and does not exist.]

Proposed addition

  1. A written report of any incident resulting in a trip participant sustaining an injury that requires medical attention or could reasonably be expected to require medical attention is to be completed by the trip leader.  The report shall be completed for each trip participant sustaining such an injury during the trip. The report shall be completed on the last day of the trip or as soon as possible thereafter.  Should the trip leader not submit such a report within one week of the trip when the injury occurred, a report may be written by another participant of the trip during which the injury occurred.
  2. The report shall be submitted to the activity co-ordinator and the Secretary. The report shall be distributed by the Secretary to all members of the OOC executive.
  3. The report shall be made available to the membership. For confidentiality, participants may choose to have their name omitted from the version of the report made available to the membership.

Additional information

There are multiple proposed amendments to Article 6, some of which create new sections such as this amendment.  Since it is possible that not all amendment proposals will be accepted, the sections proposed for Article 6 shall be numbered in sequence following the existing numbering and in the order of the amendments.

Each of the three amendments (a), (b), and (c) shall be voted upon in sequence.  If (a) does not pass, (b) and (c) have no meaning, and there shall be no vote on them.

Amendment 8: Free membership for those who serve on executive for full term

Proposer

Bonnie Lalonde

Proposal

Recognize the contribution that executive members make to the Club by covering their annual OOC membership fee after completing a full term, differentiating between full vs. shared executive roles.

Rationale

Leaders of multi-day trips with 10 or more paying participants receive their trip for free, to encourage people to lead multi-day trips, as described in the Bylaws, Article 6, Section 1 - Conduct of Trips (d).

Members of the executive spend a substantial amount of volunteer time supporting the Club without incentive, and they pay the annual membership fee.  In recognition of the substantial amount of volunteer time and effort that executive members spend related to the running of the Club, this proposal recommends that each executive member is refunded their membership for the year after having first served a full term on the executive.

Some roles on the executive can be shared.  If a person has a shared role and the prerequisite has been fulfilled, the person's membership fee would be half of the regular membership fee,

Proposed changes

Proposed additions to the text are italicized and in green.  Proposed removals from the text are crossed out and in red.

Bylaws, Article 1, Section 2 - Membership Dues

Current wording

[This proposed subsection is new and does not exist.]

Proposed addition

(g) Any person who serves on the Club's executive for the full term in a full role shall have their membership fee fully reimbursed at the end of the term.  Any person who serves on the Club's executive for the full term in a shared role shall have ½ of their membership fee reimbursed at the end of the term.

Additional information

None.