Bytown Walkers Club de marche
By-Laws, Policies and Procedures

Adopted at AGM of 29 January 2006

By-Law 01 Board of Directors’ Positions and Responsibilities

( a) The President is responsible for the proper conduct of all Club business, and for the Club’s operation and growth. The President shall be the Club’s representative in all external matters, or shall designate another representative. The President shall chair all meetings of the Board and all General Meetings, or shall designate another Chair. At the expiry of his or her term of office, the President shall deliver all relevant documents, records, and other club property in his or her possession or control to the incoming President.

( b) The Registrar is the Club’s Corporate Secretary, and is responsible for the Club’s proper record-keeping in all matters except those specifically assigned to other Board members. The Registrar shall maintain a current list of members, and keep the forms and information necessary to do so. The Registrar shall make make available membership information on other Athletics organizations that members in competitive program levels may wish, or be required to join, and shall be the Club’s designated representative to those organizations in matters of membership and registration. The Registrar is responsible for ordering and accounting for Club apparel, and for registering the Club’s website. At the expiry of his or her term of office, the Registrar shall deliver all relevant documents, records, apparel and other club property in his or her possession or control to the incoming Registrar.

( c) The Treasurer is responsible for all monies received and expended by the Club. The Treasurer shall deposit income in the bank account(s) authorized by the Board, make approved disbursements, and account for all transactions. The Treasurer shall provide a complete financial report to the AGM, a summary report to each meeting of the Board, and whenever requested by the President. The funds, books and vouchers shall at all times be subject to inspection and verification by the Board. At the expiry of his or her term of office, the Treasurer shall deliver all documents, records, assets, and other club property in his or her possession or control to the incoming Treasurer.

( d) Directors at Large are responsible for ensuring due consideration of Club business discussed by the Board, and for representing members’ views to the Board. They may also be assigned specific tasks by the Board. At the expiry of their terms of office, Directors at Large shall deliver all documents, records, assets, and other club property in their possession or control to the incoming Directors at Large.

(e) The Technical Director’s position is an appointment made by the Board each year on the basis of a recommendation from the previous Board. The Technical Director is responsible for all aspects of the Club’s walking programs, both internally, according to the Program Levels described in By-Law 02, and externally in the form of outreach. The Technical Director is the Club’s Head Coach, and is responsible for the appointment and training of other coaches. At the expiry of his or her terms of office, the Technical Director shall deliver all documents, records, assets, and other club property in his or her possession or control to the incoming Technical Director.

 

Policies and Procedures

Adopted as “Resolutions of the Membership” at the AGM of 29 January 2006

 

Resolution 01      Definitions of Walking for the purposes of Club programming and activities

(a) Fitness Walking

Fitness walking is the regular and structured participation in endurance walking activities, with the general goal of improving one’s walking ability.

(b) Competitive Walking

Competitive walking is the preparation for, and participation in, endurance activities where prowess is measured by time or distance, with the general goal of improving one’s walking ability and performance. Competitive walking includes Race Walking (defined below), but also includes walking as normally accepted, where strict compliance to the IAAF rules is not required, or where other definitions and rules may apply.

(c) Race Walking

Race Walking is the event in Track and Field Athletics defined and described in Rule 230 of the Handbook of the International Association of Athletics Federations (IAAF). The event is presently under the jurisdiction of Athletics Canada in Canada, working through its member athletics associations in each province and territory. In Ontario, the Athletics Canada member association is the Ontario Track and Field Association.

 

Resolution 02      Programming Levels

(a) Fitness walking

Members primarily interested in Fitness Walking may expect to attend all scheduled training sessions of the Club, and to receive coaching, guidance and information appropriate to their involvement.

(b) Competitive Walking

Members primarily interested in Competitive Walking may expect to attend all scheduled training sessions of the Club, and to receive coaching, guidance and information appropriate to their involvement. Members wishing to participate at this level are advised that success results largely from an athlete’s commitment to a regular and consistent program of specific training towards clear objectives.

Members may expect to be made aware of races scheduled as Club activities. They have the responsibility to tell the Technical Director about other races they are considering, and other training activities in which they participate, so that training loads can be appropriately adjusted.

Members may also expect to be made aware of requirements for membership in governing bodies that are sometimes necessary for competition.

(c) Race Walking

Members primarily interested in Race Walking may expect to attend all scheduled training sessions of the Club, and to receive coaching, guidance and information appropriate to their involvement. Members wishing to participate at this level are advised that success results largely from an athlete’s full commitment to a regular and consistent program of specific training towards clear objectives.

One additional training session per week will be scheduled for those interested in Race Walking. This is in order to provide the specific training required for a demanding Athletics event, and to allow members to become familiar with the rules and procedures of the competitive sport.

Members may expect to be made aware of races scheduled as Club activities. They have the responsibility to tell the Technical Director about other races they are considering, and other training activities in which they participate, so that training loads can be appropriately adjusted. The Club’s competition schedule will include specific Race Walking competitions appropriate to each member.

Members may also expect to be made aware of requirements for membership in governing bodies that will almost certainly be necessary for organized Race Walk competitions. Arrangements for these memberships will be made through the Club Registrar, at each member’s expense.

 

Resolution 03      Membership and Fees

(a) Annual, semi-annual, pro-rated, and “walk-in” (non-member per session) fees shall be determined by the Board and published with the annual notice of the Annual General Meeting. Unless changed by the membership at the Annual General Meeting, fees shall remain the same for the entire calendar year for which they are set.

(b-i) Annual club membership is by calendar year. Semi-annual membership is for either of the six- month periods from January to June, and July to December. Annual fees are payable in December, and semi-annual fees are payable in June and December. In each case, fees are payable for the upcoming membership period.

(b-ii) Annual and semi-annual members are considered “regular” or “student” members for the purposes of voting at Annual or Special General Meetings.

(b-iii) Pro-rated membership is available for those who join at times other than in December and June. Pro-rated membership fees are calculated on a monthly basis by dividing the semi-annual fee by five, and applying the monthly fee to each month, or part thereof, of membership. December and June are not counted in this calculation.

(b-iv) Payment for annual and semi-annual membership may be made in instalments on approval of a payment plan recommended to the Board by the Registrar.

(b-v) Non-member “walk-in” fees may be creditted towards a “regular” or “student” membership. This provision applies only to the semi-annual membership period in which the “walk-in fees” are paid.

(c) The Board reserves the right to refuse membership.

(d) Upon applying for a regular or student annual or semi-annual membership, each member shall complete a membership information form and a Par-Q form.

(e) Each regular or student member shall have access to all club programming as described in the Program Levels document, and will receive one Club T-shirt annually. Each “pro-rated” member has access to all club programming as described in the Program Levels document, but receives a Club T-shirt only when an annual or semi-annual membership is paid. “Walk-in” non-members have access to all programming offered in each session they attend.

 

Resolution 04 Race Arrangements (Competitive Walking and Race Walking Races)

Race Entries

(a) Race entries are made by the Club on behalf of its members, unless otherwise advised by the Technical Director.

(b) Race entries are normally at the members’ expense, and entry fees are payable to the Technical Director prior to entry. Members are responsible for the payment of entry fees for a race they have asked to enter, even if they are not able to participate.

Travel Arrangements

(c) The Club will coordinate travel arrangements for designated club races, unless otherwise advised by the Technical Director. Proposed arrangements will be made known, and confirmation requested, normally at least one week in advance of a competition.

(d) Travel arrangements are made at the competing members’ expense. Members may opt out of club arrangements, and make their own at their own expense, as long as the Technical Director is aware of the alternate arrangements. Arrangements will be made so as to keep costs at a level consistent with the sport’s normal practices.

(e) If they have previously confirmed participation, members may be responsible for costs associated with their subsequent cancellations or changes of plan.

(f) The Technical Director or designated Club Coach is normally included in travel arrangements, and shares in the common expenses. Accommodation expenses for the Technical Director or designated Club Coach are paid by the Club.

 

Representative or High-level Competition

(g) A Race Walker competing at a high level in Ontario Track and Field Association (OTFA) or Athletics Canada (AC) competition may be eligible for additional club support. To be eligible, an athlete must be a regular or student member for the six-month period in which the support is requested, and be

(1) ranked in the top 10 nationally, or top 5 in Ontario, in an event in the recognized

program for the appropriate age-group in the current or preceding year, or

(2) otherwise eligible for the competitions described in ( g) and ( h) below by virtue of actual and current competitive performance.

(h) an athlete or coach selected to an official OTFA provincial, or Athletics Canada national, Race Walk team will receive at least a portion of any “self-funded” amount levied by the selecting body, or of required expenses not paid by them. (This is in addition to any amount approved for all team members from the Bytown National Race Walk Fund).

(i) an athlete required to travel to a competition not on the Club list of activities in order to seek selection for an official OTFA or AC Race Walk team may receive a portion of the expenses required to do so. This provision also extends to the expenses required for a Club coach to accompany the athlete.