Saskatchewan Brazilian Jiu-Jitsu Federation (SaskBJJ) – Bylaws
Overview
1. About These Bylaws
These bylaws outline how SaskBJJ is governed, who can be a member, how decisions are made, and what roles and responsibilities exist within the organization.
2. Membership
Types of Members:
- Regular Members – Can vote at meetings and run for the Board of Directors.
- Associate Members – Can attend meetings but cannot vote.
Joining SaskBJJ:
- Individuals or clubs can apply in writing and pay any applicable fees.
- The Board approves memberships.
Membership Notes:
- Membership is non-transferable.
- A member can be removed by a resolution of the Board.
3. Directors & Officers
Board Structure:
- The Federation is governed by 3 to 5 directors.
- Directors are elected at the Annual General Meeting (AGM) for a 3-year term.
When a Director Leaves:
A director may be removed by:
- Resignation or death
- Losing capacity
- A vote at a special meeting
- The end of their term
Filling Vacancies:
- The Board may appoint someone to fill a vacant position until the next AGM.
Compensation:
- Directors do not receive pay, but reasonable expenses may be reimbursed.
Legal Protection:
- Directors and officers are protected from personal liability if acting in good faith on behalf of SaskBJJ.
4. Officer Roles
- President – Chairs meetings, signs official documents, and leads the organization.
- Vice President – Assumes the President’s duties when absent.
- Secretary – Maintains meeting records, handles notices, and stores documents.
- Treasurer – Manages funds, bank accounts, and financial records.
- Assistant Secretary-Treasurer (if appointed) – Supports both Secretary and Treasurer duties as needed.
5. Discipline Committee
The Board will appoint a Discipline Committee when there are allegations of misconduct or policy violations. The process follows SaskBJJ’s policies and procedures.
6. Meetings
Board of Directors:
- Must meet at least three times per year.
Annual General Meeting (AGM):
- Held once a year, open to regular members.
- Follows Robert’s Rules of Order.
Special Meetings:
- Can be called with at least 15 days’ notice.
- Must include the purpose and any proposed resolutions.
- Members can request a special meeting by submitting a written request signed by at least half of the regular members.
7. Meeting Rules
Notice of Meeting:
- Sent at least 15 days in advance and must include key agenda items.
Waiving Notice:
- If all voting members agree in person or in writing, meetings may proceed without formal notice.
Quorum Requirements:
- Board Meetings: Half the directors
- Member Meetings: More than half of voting members
- AGMs/Special Meetings: At least half of voting members
Voting:
- Each regular member has one vote.
- Votes are typically by show of hands unless a ballot is requested.
- Proxy voting is allowed with written authorization.
8. Records & Transparency
SaskBJJ keeps the following at its registered office:
- Incorporation documents, bylaws, minutes, financials, membership list, and policy documents.
- Harassment records are kept but not open to public access.
- Copies of documents (excluding harassment records) are available upon request for a small fee.
9. Bylaw & Policy Changes
- Bylaws: Can be changed by a simple majority vote of regular members.
- Policies & Procedures: Can be changed by the Board but must be confirmed, rejected, or amended at the next member meeting.
10. Financial Matters
- SaskBJJ can borrow funds and issue financial instruments as permitted under the Non-Profit Corporations Act.
- Cheques must be signed by the Treasurer (or Assistant Treasurer) and one other director.
11. Auditor
- Members may vote to waive the requirement for an external auditor in any given year (with at least 15 days’ notice).
12. Dissolution
- If SaskBJJ dissolves, any remaining assets will be distributed according to the law outlined in the Saskatchewan Non-Profit Corporations Act.