Rideau Speedeaus Constitution

Annual General Meeting

The Ottawa Rideau Speedeaus has a Constitution and holds its Annual General Meeting in June, where members of the executive are elected. The executive meets once a month and the meetings are open to all members. The minutes of Executive meetings and the Annual General Meeting are available to members upon request.

Article I - Name and Location

The Ottawa Rideau Speedeaus are located in Ottawa, Ontario, Canada.

Article II - Definitions and Principles

2.1. "Speedeaus" means the Ottawa Rideau Speedeaus, an organization that is registered with Masters Swimming Ontario (MSO) and International Gay and Lesbian Aquatics (IGLA).

2.2. The Speedeaus are a swim team with a difference: we are primarily a lesbian, gay, and bisexual swim team. Our primary purpose is to assist our members in reaching their swimming-related goals, be they competitive, recreational or fitness. We value inclusiveness, diversity, fun, openness, trust, communication, and a safe and supportive environment. We are committed to actions which create a welcoming, non-discriminatory environment for all members of the team. Because most of us have experienced discrimination to varying degrees, we encourage the participation of women, people of colour, linguistic minorities, and people with disabilities. We are committed to the principle that economic status should not be a barrier to participation. We encourage all members to get involved in our decision making. Although consensus may not be possible on every issue, we strive to agree to disagree in a manner which respects all parties involved in an issue.

2.3. The French and English versions of this document are equal.

Article III - Membership

3.1. Definition. An Ottawa Rideau Speedeaus member (referred to as a "member") is any person who has paid the annual membership fee, equivalent to the cost of individual Masters Swimming Ontario dues, and which for swimming members is used to pay for MSO membership. By becoming a member, a person agrees to abide by the Constitution and Bylaws of the Ottawa Rideau Speedeaus.

3.2. Good Standing. Any person who has paid the membership fee is a member in good standing, and is eligible to swim and participate in activities of the Speedeaus.

Article IV - Meetings of Members

4.1. Place of meetings. Meetings of the membership are held at any place convenient to the membership as designated by the Executive Committee (referred to as the "Executive").

4.2. Annual General Meetings. The annual general meeting (AGM) of the members of the Speedeaus is held on the first Tuesday of June, or within thirty days as designated by the Executive. At the AGM, members of the Executive are elected, by acclamation, or by secret ballot for contested offices. The members may also conduct any other business of the organization as they desire.

4.3. Special Meetings. The Co-Team Coordinators will call a special meeting of the members if directed by the Executive or when they have received a petition signed by members representing at least one-third of the total membership.

4.4. Notice of Meetings. The Secretary will serve notice of the Annual General Meeting and any special meeting, stating the purpose as well as the time and place, to each person on the Speedeaus membership roster, at least fourteen days but not more than thirty-five days before the meeting. Notice may be given in person or by mail. By attending a meeting, a member waives notice.

4.5. Quorum. The presence of members representing at least 25 per cent of the total membership constitutes a quorum for membership meetings. If the number of members at a meeting drops below the quorum and the question of a lack of quorum is raised, no further business may be conducted.

4.6. Adjourned Meetings. If a meeting of members cannot be held due to the lack of quorum, the members who are present will normally adjourn the meeting to a time not less than seven days from the original meeting. In the case of an adjournment, efforts will be made to notify the members of the proposed meeting.

4.7. Voting. At every meeting of members, each member is entitled to a vote. When a consensus can not be achieved, a majority of members voting decides any question, unless the Bylaws require a different vote. To be eligible to vote or be elected to the Executive, a member must be in good standing as defined in Article III.

4.8. Absentee or Proxy Ballots. A member must be present at a meeting in order to vote.

4.9. Referenda. The Co-Team Coordinators will call for a referendum vote by the members on any question if directed by a majority of the Executive or if they have received a petition signed by members representing at least one-third of the total membership. A written notice containing the referendum question as well as the time and place of the vote will be provided to all members at least ten but not more than twenty-one days before the vote.

Article V - Executive Committee

5.1. Definition. The affairs of the Ottawa Rideau Speedeaus are governed by an eleven-member Executive. Each member of the Executive must be a member in good standing of the Speedeaus. The officers of the Speedeaus are: a female Co-Team Coordinator, a male Co-Team Coordinator, a Coaching Coordinator, a female Co-Communications Coordinator, a male Co-Communications Coordinator, a Membership Coordinator, a Secretary, a Social Coordinator, a Swim Meet Coordinator, a Treasurer, and a Women's Coordinator. The number of Executive officers may be changed by a two-thirds vote of the members at any annual or special meeting, as long as the change does not extend or curtail the term of any currently elected Executive officer.

5.2. Election of Officers. Executive officers are normally elected at annual general meetings. A member may hold a maximum of two positions concurrently.

5.3. Powers and Duties. The Executive does all things as directed by the membership, and other activities it considers necessary for the administration of the affairs of the Speedeaus. The Executive creates committees and can appoint committee members. The Executive is empowered to make administrative decisions relating to the smooth functioning and operational requirements of the Club. Decisions regarding matters of policy that involve significant expenditures or that impact significantly on the membership and/or long-term direction of the Club should only be taken following due consultation with the membership, including poolside discussions, circulation of written proposals (via the newsletter), and/or at special meetings of the membership.

5.4. Term of Office. Each Executive officer serves a term of one year. Executive officers hold office until their successors have been elected and hold their first meeting. Executive officers can be reelected.

5.5. Remuneration. No remuneration will be paid to Executive officers for their services as Executive officers.

5.6. Organization Meeting. The first meeting of a newly elected Executive will be held within 30 days of election at a place determined by Executive members at the membership meeting at which they were elected.

5.7. Regular Meetings. Regular meetings of the Executive are held as determined by the Executive. At least six regular meetings must be held each year. Notice of regular meetings of the Executive must be given to each Executive officer, personally, by mail, or by telephone, at least one week before the meeting.

5.8. Special Meetings. Special meetings of the Executive are called as needed by the Co-Team Coordinators, or if requested by any three Executive officers. Such meetings require at least five days' advance notice to each Executive officer, given personally, by mail or by telephone.

5.9. Quorum. At all meetings of the Executive, a majority of the Executive officers constitutes a quorum. At least one Co-Team Coordinator or their designate must be present.

5.10. Voting. Each Executive office is entitled to one vote. Any officer holding more than one position is entitled to one vote. At every meeting of the Executive, a vote will be held when consensus can not be reached. A majority of the Executive decides a question, unless the Bylaws require a different vote.

5.11. Removal of Executive Officers. Any Executive officer may be removed by a two-thirds majority at a meeting of the Executive. In addition, at a special meeting of the members, an Executive officer can be removed by a two-thirds majority of the members present who constitute a quorum. A successor may then be elected to fill any vacancy. An Executive officer can also be removed by a two-thirds vote of the total membership in a referendum.

5.12. Vacancies. Vacancies on the Executive caused by any reason other than by a vote of the members at a meeting can be filled by a vote of the majority of the remaining Executive officers, even though they may constitute less than a quorum. Each person so elected serves out the unexpired portion of the term unless a successor is elected by the members at a subsequent meeting.

5.13. Attendance at Meetings. Any Executive officer who misses three consecutive regular meetings of the Executive is considered to have resigned from office, unless reasonable and acceptable justification has been accepted by a majority of the Executive.

5.14. Action without Meeting. The Executive may make decisions without a meeting, if every effort has been made to contact all Executive members and a majority consent. The Co-Team Coordinators are responsible, either individually or jointly, for collecting decisions made without a meeting. These are then recorded in the minutes of the next Executive meeting.

5.15. Cheques. All cheques made on behalf of the Speedeaus must bear at least two signatures of the following Executive officers: the Treasurer, the Co-Team Coordinators or the Swim Meet Coordinator.

5.16. Openness. Meetings of the Executive are open to all members, and prior notice will be given to them. Minutes will be available to members upon request.

5.17. Written Reports. All members of the Executive are responsible for preparing a concise written summary each year of their activities, to be distributed to the membership at the annual general meeting.

5.18. Subsidies. The Executive may, from time to time, determine subsidies to assist members in participating fully, funds permitting.

Article VI - Description of Executive Officers' Duties

6.1. The Co-Team Coordinators (female/male) are generally and jointly responsible for the conduct of the affairs of the team in accordance with the Constitution and Bylaws. The two officers can call meetings of the team or of the Executive Committee as jointly agreed. At least one co-team coordinator chairs all meetings of the Executive and of the general membership, and are ex officio members of all committees. The Co-Team Coordinators are responsible for ensuring that all orders and resolutions of the Executive are carried out and that all correspondence is promptly dealt with. They are also responsible for selecting a captain for all swim meets. Failure of the Co-Coordinators to agree on any matter of substance is resolved through a vote chaired by the Secretary at a meeting of the Executive.

6.2. The Coaching Coordinator is responsible for ensuring that swimmers in the Ottawa Rideau Speedeaus receive the necessary attention to achieve their various recreational, fitness or competitive goals. Focusing on participation, satisfaction and improvement of technical skills and fitness levels, s/he is responsible for developing ways to assess members' objectives and goals in participating, and for adjusting coaching strategies as required. The Coaching Coordinator ensures that all Rideau Speedeaus practices are coached by scheduling volunteer coaches and recruiting coaches when necessary, and for calling meetings of coaches to ensure common goals and consistent information among the volunteer. S/he is responsible for raising awareness among coaches about any special needs of a member. S/he makes recommendations to the Executive Committee and the team on matters specific to swimming, facilities, training and on-deck operations, and works with the Swim Meet Coordinator to recruit and train certified meet officials for events hosted by the team.

6.3. The Co-Communications Coordinators (male/female) are jointly responsible for the coordination and production of regular communications materials. These could include maintaining a pool bulletin board and a regular newsletter to inform team members and others of team news, such as upcoming meetings and events, as well as information from MSO, Swimming Natation Canada, IGLA and so on. The two officers also coordinate the production of recruitment brochures and other publicity tools for the team and team events. They publicize the swim meet and all other team events. They establish and facilitate media contacts, and generally maintain the visibility and presence of the Ottawa Rideau Speedeaus in the community. Failure of the Co-Communications Coordinators to agree on matters of substance is resolved through a vote at a meeting of the Executive.

6.4. The Membership Coordinator is responsible for maintaining a team membership roster of the members' names, telephone numbers, addresses, dates of birth and MSO numbers. S/he coordinates the registration of MSO memberships, and confirms a member's eligibility to compete in any aquatic event and participate in any Speedeaus activity. S/he maintains an active team membership in MSO and in IGLA, and represents the team in these organizations. S/he ensures that information from IGLA, MSO and other teams is promptly passed to the Co-Communications Coordinators. The Membership Coordinator works with other executive members to recruit new swimmers.

6.5. The Secretary is responsible for taking the minutes of all meetings of the Executive and of the members (in the absence of the Secretary, a designate will be appointed) and for promptly distributing these minutes to the members of the Executive. The Secretary gives notice of all meetings of the members and of the Executive Committee, posts meeting schedules and minutes on the team bulletin board, and distributes such information to interested members upon request. The Secretary keeps all past files and records for the team, receiving files from other Executive members once the issues are no longer active.

6.6. The Social Coordinator is responsible for organizing social events for team members, team friends and prospective members as considered appropriate for team spirit and cohesion. S/he ensures that a coordinator for upcoming Pink Flamingo relays is named and that a coordinator for the Pride March is designated. The Social Coordinator maintains an Ottawa Rideau Speedeaus photo album.

6.7. The Swim Meet Coordinator is responsible for establishing and chairing a Meet Coordinating Committee to involve members in the planning, organizing, managing and sponsorship for the annual Ottawa swim meet, "Swimmers in Heats". S/he works with the Women's Coordinator to ensure that women are included in swim meet coordinating committee activities, and reports regularly to the Executive Committee on the activities of the swim meet coordinating committee. S/he must call a timely post mortem following the meet, and ensure that the swim meet books are closed and a final financial statement is prepared for the Treasurer by April 30 of the same year that the swim meet is held.

6.8. The Treasurer is responsible for the custody of the funds of the team, depositing such funds in an account in the name of the team or as otherwise directed by the Executive. S/he is responsible for ensuring that practice fees are collected, that accounts payable are paid, that accounts receivable are collected, that expenditures are monitored, and that members are aware of any subsidy guidelines. In conjunction with the other members of the Executive, the Treasurer coordinates the preparation of the budgets) for all activities and functions of the Speedeaus. S/he keeps ongoing financial records necessary for the proper accounting of the funds of the team, and reports regularly to the Executive on team finances. S/he prepares the books to be audited, and presents the audited financial statement to the Annual General Meeting.

6.9. The Women's Coordinator is responsible for ensuring that the concerns of women team members are fairly represented in the Executive and at general meetings. She involves other members of the Executive to keep the team working towards achieving gender parity in team participation and coordinates the recruiting of women members through community outreach. She seeks ways to ensure that women feel welcome as members of the Speedeaus. The Women's Coordinator recruits women for relay teams at swim meets, and coordinates events for women at the swim meet and at other women's events for members and prospective members.

Article VII - Liability

Each and every member of the Ottawa Rideau Speedeaus, as a member, acknowledges joint and several liability for all debts of the Speedeaus incurred in good faith for the maintenance of the goods and activities of the Speedeaus.

Article VIII - Dues and Assessments

8.1. Assessments. In addition to any dues established by these Bylaws, the Speedeaus may levy an assessment on members of the team for any purpose that the Executive considers appropriate or necessary, provided that such assessments have the agreement of at least two-thirds of the general membership obtained through a meeting or referendum.

8.2. Non-payment of Dues or Assessments. Members must pay any dues or assessments by the due date to remain in good standing. The member loses the right to swim and vote with the Speedeaus until payment is made, unless otherwise determined by the Executive.

Article IX - Fiscal Management

9.1. Fiscal Year. The Speedeaus' fiscal year is May 1 to April 30 of the following year.

9.2. Budgets. In conjunction with the other members of the Executive, the treasurer determines and prepares budgets for all activities and functions of the Speedeaus. When approved by the Executive, such budgets constitute the approved expenditures.

9.3. Books. The Treasurer maintains up-to-date books containing records of all revenues and expenditures of the Speedeaus. Any member of the Speedeaus has a right to examine the treasurer's books.

9.4. Expenditures. All Speedeaus expenditures outside the budget(s) established by the Executive made by any member, including any Executive officer, must have the prior approval of the Executive. Any non-approved expenditure (i.e., not appearing in the budgets) exceeding four hundred dollars must also have the prior approval of the Speedeaus membership.

9.5. Audit. The Executive will appoint an auditor to review the books of the team, and the audited financial statements will be presented at the annual general meeting.

Article X - Amendments

The Constitution and Bylaws may be amended by an affirmative vote of at least two-thirds of the members present at a meeting of the general membership.

Article XI - Dissolution

Upon dissolution of the Ottawa Rideau Speedeaus, the members are responsible for any debts exceeding the Speedeaus' assets. The liabilities of the Speedeaus will be paid from the assets of the team, and any assets remaining thereafter will be paid to a recognized Canadian lesbian- and gay-oriented charity having objectives consistent with the principles of the Speedeaus, as determined by the Executive then in office. Once the funds have been disbursed, the Executive will be released of its responsibilities.

Article XII - Compliance and Interpretation

Any dispute at a meeting with regard to the interpretation of this Constitution is resolved by the chair. Outside meetings, disputes are resolved by a majority vote of the Executive. Adopted December 5, 1995.