Article One - Name
The name of the Association shall be United Bowhunters of British Columbia Association, (hereinafter ref erred to as the UBBCA).
Article Two - Membership
1. Full Membership
Any person being of the full age of 18 years may become a full member upon payment of the membership fee to the UBBCA.
2. Affiliate Club Membership
Any club or organized body which has archery as part of its program, may become an affiliate member with the UBBCA, for a fee established by the Board of Directors. Affiliate members have no vote or participating rights except as within the UBBCA Affiliation Programs.
3. Associate Club Membership
Any club whose major aim is to promote and practice archery may become an Associate Club. Membership lists will be forwarded to the UBBCA membership secretary by the club. An Association fee as set by the UBBCA membership shall be paid at the same time as the membership. Each Club so enrolled will have all rights and privileges of a fully paid member and voting rights of two paid members.
4. Membership Fee
Membership fees in the UBBCA shall be set by at the Annual General Meeting for the next year.
5. Withdrawal
Any member wishing to withdraw may do so upon a notice in writing to the Secretary of the UBBCA.
6. Suspension
If any member is in arrears for fees or assessments in any year, said member shall be automatically suspended at the expiration of sixty (60) days from the start of such year and shall therefore be entitled to no membership privileges or power in the UBBCA until reinstated.
If any member is found to be in violation of the Wildlife Act of British Columbia, said member shall have their membership in the UBBCA revoked.
Article Three - Government
1. Executive Committee
The UBBCA shall be governed by an Executive Committee established in accordance to article Five (5) clause Five (5) of this Constitution.
They shall have full and complete charge of the UBBCA, and shall have the power to bind the UBBCA provided all decisions taken are within the Policies established by the Membership.
The Executive Committee shall assume office on the First day of May of each year.
2. Appointed Advisors
In support of this Executive Committee shall be appointed persons, who shall be chosen for their expertise in selected fields, and who shall be appointed by the President, with agreement of the Executive Committee.
3. Changes to the Constitution or By-Laws
Changes can be made to the Constitution or the By-Laws only if a notice of motion has been properly circulated to each member of the UBBCA at least thirty (30) days previous to a Special General Meeting or Annual General Meeting and passes by a 50% vote in favor.
4. Changes, Additions Deletions to Policy
The policy of the UBBCA may be modified at any meeting of the Executive Committee. Any Member may bring a motion to the floor to modify policy. Such motions shall be in writing, and sufficient copies that each Executive Committee member may study a copy.
Article Four - Meetings and Appointments
1. Rules of Order
All meetings shall be governed by Roberts Rules of Order, as consistent with the Societies Act.
2. Vacancies
Any vacancy in the Executive Committee during the year, shall be filled by appointment by a vote of the Executive Committee.
3. Meetings
The Executive Committee shall meet a minimum of three (3) times yearly, at times set by the President, and communicated to the members of the committee at least seven (7) days prior to the meeting, in order to deal with any business they deem to be unable to wait till the next annual general meeting.
There shall be one Annual General Meeting held on the last weekend of April of every year.
4. Suspension of an Elected Member of the Executive Committee
Failure of an elected member to meet the duties of the position in accordance with the direction of the UBBCA may constitute a breach of office, in which case he or she may be dismissed by a special motion of the Executive Committee. He may appeal his dismissal through a regular meeting of the Executive Committee.
5. Appointed Positions
The Executive Committee may make appointments of individuals or committees, as needed. The terms of reference, of such individuals or committees, shall be established by the Executive Committee. Such individuals or committees shall be attached to the Executive Committee, and shall be entitled to all rights and privileges of the Executive Committee, with the exception of voting.
Article Five - Elections
1. Eligibility for Office
Any voting member of the UBBCA in good standing is eligible to run for office for the Executive Committee.
As necessary, a single person may hold more than one (1) position on the UBBCA Executive.
2. Voting Privileges
Any member in good standing, eighteen years of age or over, is entitled to vote. All voting shall be by open ballot or as necessary by secret ballot.
3. Elections to the UBBCA Executive Committee:
Elections to the Executive Committees shall be held at the Annual General Meeting of the UBBCA, after the presentation of reports by members of the out-going executive.
The Vice-President shall be responsible for assembling an official slate of candidates, and he shall be chairman of the meeting during elections.
Candidates for election to any position may make their names known to the Vice-President in writing, at any time prior to the vote being called, or nominations from the floor will be accepted. Candidates for election need not be present, but if they are not, a signed notice of intent to stand for office must be in the hands of the Vice-President prior to the vote being called.
Elections for the UBBCA Executive Committee shall be held in the following order:
1.) Membership Secretary
2.) Bowhunting Regulations Chairman
3.) Grants Chairman
4.) Treasurer
5.) Secretary
6.) Directors at Large
7.) Vice President
8.) President
Duties of Executive Committee Members of the BCAA
1. President
The President shall be an ex-officio member of all UBBCA Committees. He shall, when present, preside at all meetings of the UBBCA.
2. First Vice-President
The First Vice-President shall preside at all meetings in the absence of the President. The Vice-President shall give assistance to the President when necessary.
3. Secretary
a) Recording and minutes:
The Secretary shall record accurate minutes of all meetings of the Executive Committee and the Board of Directors. The Secretary shall -send copies of the minutes to all Executive Committee or the Board of Directors within ten (10) days of a meeting.
b) Absence:
In the absence of the Secretary, the recording duties shall be discharged by such Committee member as may be appointed by the Chairman.
c) Correspondence:
The Secretary shall promptly attend to all formal correspondence, and see that all notices are duly given as required.
4. Treasurer
The Treasurer shall receive all monies paid to the UBBCA and shall be responsible for deposit of the same in a chartered bank. The treasurer shall properly account for the funds of the UBBCA and keep such books; including an inventory list of equipment, as required. The Treasurer shall present a fully detailed account of receipts and disbursements to the Executive Committee whenever requested. The Treasurer shall prepare for submission to the Annual General Meeting, a statement duly audited of the financial position of the UBBCA, and submit a copy of same to the Secretary f or the records of the UBBCA; copies of the Financial Statement must be readily available to any other bodies which have legal entitlement to the UBBCA statements and records.
Duties of Executive Committee Members of the UBBCA
1. President
1) Preside at all meetings of the UBBCA.
2) Shall be an ex-officio member of all UBBCA Committees.
3) Ensure that all of the Chairmen of the Specialty Program Groups are following through on their Program objectives.
4) Signing officer for the UBBCA accounts along with the Treasurer and/or Vice-President.
5) Attend meetings as required on concerns addressing the preservation of the existing Bow and Arrow Only Hunting Seasons and establishing new Bow and Arrow Only Hunting Seasons or Bow and Arrow Hunting Only Hunting Areas.
6) Prepare an Annual Report on Presidents achievements for the year and the directions that the new President should be aware.
2. Vice-President
1) Take over the functions of the President in his absence and give assistance to the President when necessary.
2) Head a committee on the advancement of new Bow and Arrow Hunting Opportunities in British Columbia.
3) Attend meetings as required on concerns addressing the preservation of the existing Bow and Arrow Only Hunting Seasons and establishing new Bow and Arrow Only Hunting Seasons or Bow and Arrow Hunting Only Hunting Areas.
4) Prepare an Annual Report on the business attended to by the Vice-President during the year.
5) Chairman of the Elections Committee.
3. Directors at Large
1) The Directors at Large shall assume duties as required of a special nature and shall give assistance to executive members and committees as necessary.
4. Secretary
1) Record accurate minutes of Executive Committee meetings and distribute to all executive members whether they have attended meeting or not.
2) Promptly attend to all formal correspondence and see that all notices are duly given as required.
3) Ensure that all minutes of UBBCA Executive committee meetings are recorded.
5) Take minutes of the Annual Convention, and accurately record the vote on all resolutions and minute any changes to the resolutions.
4. Treasurer
1) Receive all membership fees from the Membership Secretary and enter into a chartered bank account of the UBBCA.
2) Keep accurate records of all incoming and outgoing monies and ensure that all monies distributed to each Program Chairman are accurately accounted for. This is necessary for establishing future program budgets.
3) The Treasurer shall keep an inventory list of all equipment.
4) Prepare an Annual Financial Statement for each UBBCA Program and use separate accounting procedures for each Program Group.
5) Prepare Annual Financial Reporting at each Executive meeting.
5. Grants Chairman
1) This position may also be held by the Treasurer, if required.
2) Organize and ensure that each Chairman for each Program has submitted annual program descriptions with budgets for each Program.
3) Keep accurate records for each program which is funded by grants, in order to provide the granting party with the assurances and proof that the money was spent in accordance to their program grants procedures.
4) Prepare an Annual Financial Statement.
6. Bowhunting Regulations Chairman
1) This position may also be held by the President or Vice-President.
2) Liaison person between the UBBCA and the British Columbia Ministry of Water, Land and Air Protection.
3) All presentations to the British Columbia Ministry of Water, Land and Air Protection to be directed through the Bowhunting Regulations Chairman; whether the concern is Bow and Arrow Only Hunting Regulation Changes.
4) Correspond with Fish and Wildlife senior staff and provide recommendation for improvements to existing Bowhunting regulations.
5) Provide recommendations to the Ministry of Water, land and Air Protection on studies or research required to allow the Ministry to make educated decisions on Bowhunting Regulation matters.
6) Ensure that the existing Bowhunting opportunities are not lost due to pressures from other resource users.
7) Ensure that the UBBCA is represented on the annual Fish and Wildlife Hunting Season setting committees for the up-coming year.
8) Receive Resolutions from each club and ensure that each resolution is presented in a standard fashion; Namely:
1) Club making the resolution
2) Resolution
3) Brief - Written description of the necessity to approve the resolution, as well as the benefit to the Bowhunting regulations of British Columbia or the UBBCA.
9) Present each resolution at the Annual Meeting, noting the representative and the Club presenting the motion for the Resolution and the seconder to the motion. Ensure that the Secretary is accurately recording any revising motions to the Resolution and the vote for each Resolution.
10) Prepare an Annual Budget for the costs related to the operation of the Bowhunting Regulations Committee.
11) Provide assistance to the Treasurer in preparing an Annual Financial Statement for this Program.
7. Membership Secretary
1) This position may also be held by the Secretary and/or Treasurer.
2) Receive and list all in-coming UBBCA Memberships.
3) Forward all Membership fees to the Treasurer.
4) Accurately record each Club present at the Annual Meeting as well as the two designated voting delegates from each Club.
Duties of the Appointed Positions of the UBBCA
A. Bowhunter Education Chairman
1. The President shall appoint a member of the UBBCA in good standing to this position.
2. Establish a Bowhunter Education Instructional Group in British Columbia.
3. Prepare an Annual Budget for the operation and implementation of the Bowhunter Education Program.
4. Prepare an Annual Report on the activities of the Bowhunter Education Program during the year and give recommended directions for the following year.
5. Provide assistance to the Treasurer in preparing an Annual Financial Statement for this program.