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Dear Members,
Some errors were made in previous newsletters and website titles. This is now the most accurate with links. I apologize for the previous errors.
As we shared in July, we wanted to remind you of the chance to review our proposed bylaws.
After many months of dedicated work and estimated hundreds of volunteer hours, the final draft of the Caledonia Nordic Ski Club's proposed bylaws is now available for member review and engagement here on the CNSC website. A ratification vote is planned to take place during the 2025 Annual General Meeting on October 22, 2025. Sincere thanks to everyone who has contributed to this important process.
The following provides an overview of the bylaw development process, highlights key changes, and outlines the next steps leading up to ratification and implementation.
Process to Develop the Proposed Bylaws:
CNSC's current bylaws, last updated in 2017, have evolved over more than 30 years. Since then, the BC Societies Act has also undergone significant updates, with the most recent changes taking effect in 2023. As such, the current bylaws are outdated and no longer adequately reflect best practices and may no longer serve the needs of our members.
Previous Boards have made efforts to revise the bylaws. On June 28, 2023, the CNSC Board of Directors held an extraordinary meeting of members to adopt an updated version, but the proposed bylaws were not approved. As a result, a resolution was passed to invite expressions of interest from members to participate in a renewed bylaw review process.
In February 2024, the Board appointed a Bylaw Committee and initiated a bylaw amendment process, guided by a Terms of Reference that welcomed member input. The committee reviewed member feedback, researched bylaws from other BC ski clubs, referenced the Societies Act model bylaws, and considered the unratified 2023 draft. Since then, the committee developed several drafts, which were discussed and revised in consultation with the Board. While the Board accepted the majority of the committee’s recommendations, it did make several important adjustments.
Key Highlights of the Proposed Bylaws:
For detailed rationale and context behind specific clauses, please refer to the earlier draft bylaws shared with members this past spring here. Below is a summary of the key changes and features of the proposed bylaws that the Board encourages members to consider:
2.3) – Voting age has been lowered to 16 to encourage youth engagement in club governance. (Please see the bylaws for details on birthday cut offs.)
2.11) – The Societies Act requires bylaws to include procedures for discipline and expulsion. In response to member feedback, the Board raised the threshold for director approval from the committee’s recommendation of 2/3 to 80%, to promote fairness and reduce potential bias in such decisions.
3) General Meetings – The Bylaw Committee recommended a 5% threshold for requisitioning a general meeting, while the model bylaws set the default at 10%. The Board opted to retain the 10% threshold, recognizing the significant staff, volunteer, and financial resources required to organize general meetings—especially those involving electronic voting. With quorum set at 15 members or 1% of the membership (whichever is greater), the Board believes that maintaining this higher threshold ensures that major decisions reflect broader member engagement.
3.5) – Member Proposals – The proposed bylaws reduce the threshold to submit member proposals at general meetings to 2.5% of the membership, down from the model bylaw’s 5%, in order to support greater participation and empower member input.
3.14 & 3.15) – Electronic Voting – The proposed bylaws enable electronic voting, allowing the club to pursue this option if the membership supports it in the future.
4 Election of Directors – While term limits were considered, the Board decided not to include them. Reasons included the importance of institutional memory, the ongoing shortage of volunteers (especially in sport), and past challenges filling Board vacancies (two currently remain). The Board believes that safeguards in the proposed bylaws—such as majority election for a one year term (4.2) and the ability to remove directors by special resolution (4.8)—provide accountability to members.
4.5) – Vacancies – The proposed bylaws clarify the process for appointing directors and executive officers (President, Vice President, Secretary, Treasurer) under limited circumstances and eliminate the option for casual appointments.
6.2 & 6.4) – Authority to Bind & Borrowing Powers – The current bylaws address major decisions under Section 4.o (“major undertakings”). While there was significant discussion and input from members, no consensus was reached between the Bylaw Committee and the Board on how to guide decision making and set specific thresholds. As a result, the proposed bylaws include language in various sections, including 6.2 and 6.4) to support member engagement in significant operational decisions. The Board recommends that future policy development further define and clarify these matters (see next steps below).
Next Steps:
The Board invites all members to review the proposed bylaws and encourages ongoing engagement. Questions may be directed to: secretary@caledonianordic.com.
An in-person open house is scheduled for September 21 between 10am and 2pm, during which members can visit the club for cash/cheque registration, enjoy activities, and ask questions or share feedback on the proposed bylaws.
The Board will consider all feedback before presenting a final version of the bylaws for a ratification vote at the Annual General Meeting on October 22, 2025. As required by the current bylaws, the final version will be circulated at least 14 days in advance of the meeting.
If ratified, the Board recommends that the newly elected 2025–2026 Board undertake a thorough review of policies that support and operationalize the bylaws, including but not limited to:
- Privacy
- Conflict of Interest
- Financial Policy
- Member Code of Conduct
- Member Engagement & Communication
- Strategic Planning
Thank you for your continued support and involvement in strengthening governance at the Caledonia Nordic Ski Club.
Sincerely,
The CNSC Board of Directors
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