Terms of Agreement

GKC TOA Sept 28 2020

Terms of Agreement for Greater Kingston Curling

Preamble

1. Representatives of each of the member clubs have signed a letter committing to
Terms of Agreement (ToA) which govern the activities of Greater Kingston
Curling (GKC);

2. Member clubs are also members of Ontario Curling Association; and

3. Each member club contributed an initial GKC start-up fee of $200.

Mission Statement

Greater Kingston Curling is committed to promoting curling in the Greater Kingston Area
by:

  • Attracting, promoting and hosting national, provincial and regional curling event
    championships;
  • Promoting the development of the sport of curling and to generate greater
    interest, awareness, participation, membership and enjoyment of the sport; and
  • Facilitating bonspiel events, competitions, education programs, youth curling
    programs, coaching, and training opportunities.

Non-Profit Organization

The GKC shall be administered by a Board of Directors that is entirely volunteergoverned and its structure is that of a non-profit organization.
Member Clubs

GKC is comprised of the following member clubs:, Cataraqui Golf and Country Club,
Gananoque Curling Club, Garrison Golf and Curling Club, Napanee & District Curling
Club, and Royal Kingston Curling Club.

Resignation

Any member club may resign its membership in GKC upon providing thirty days written
notice to the Board of Directors. GKC financial assets would remain under the control of
the Board. The resigning club could still apply for funds under either the Junior Fund or
the Development Fund following GKC procedures until all funds raised prior to the date
of resignation have been spent.

Club Representatives/Directors of the Board

Each member club in the GKC shall appoint 2 members to serve on the Board of
Directors (the Board). The appointed representatives must be members in good
standing of their respective club. Each member club will therefore have two
representatives participating at the board meetings.

Voting Rights

Each of the member clubs is entitled to one vote either in person, by phone or video
link. Oct 23, 2011

Powers

The Board shall have full power and authority to manage and control the affairs and
business of GKC. However, in the event that the Board proposes amendments to the
ToA, the executives of member clubs will be asked to confirm agreement with the
proposed changes.

Quorum

Representatives from all member clubs less a representative from one member club
must be present at a meeting in order to constitute a quorum. Where both appointed
representatives from a member club are not available for a meeting, they are
encouraged to send an alternate who can vote in their place.

Voting

All matters and questions arising at any meeting of the Board shall be decided by a
majority vote. If neither of the two representatives from a member club can attend nor
does an alternate attend a meeting a proxy in writing can be used. A clear majority is
required to pass a motion therefore a tie vote results in the motion being defeated. Any
defeated motion may be revisited at future meetings.

Executive

The Board of Directors shall elect a Vice President, Secretary and Treasurer from
among board members every two years. Upon election of a new Vice President the
existing Vice President becomes President and the existing President becomes Past
President. Ideally, the President and Vice President would be from different member
clubs and normally the number of consecutive terms for any individual role on the
executive would be limited to two. It is recognized that while the above procedure is
optimum, should circumstances arise that make the sequence of succession for Vice
President, President and Past President not practical for any reason, the board can vote
to extend a term or take other suitable measures to fill the executive positions. Job
descriptions for each of these positions will be approved by the board, amended over
time as applicable and maintained on file for reference.

Non Debt Clause

No director or member club shall be liable for any debt loss or expense incurred by
GKC.

Development Fund

The Board of Directors shall determine the allocation of any monies raised by GKC from
the hosting of competitions (i.e. The Scotties, The Brier or any other national, provincial,
regional or local curling event) or any other fundraising initiatives. The Board must first
determine an appropriate amount to be retained for ongoing business expenses as well
as an amount to be retained for future initiatives. The Board will establish a procedure
for member clubs to apply for funding of initiatives in keeping with the goals of the GKC.
Allocation of funds will be authorized by a majority vote of the Board. All remaining
funds will be distributed to the member clubs according to the fund distribution rules
established for the specific fundraising event. The monies passed on to member clubs
Greater Kingston Curling (GKACA) will be done in good faith that the monies distributed will be put towards (support) the mission statement of GKC.

Junior Fund

The Board of Directors shall determine the allocation of any monies raised by GKC from
Ontario lottery proceeds. The Board will establish a procedure for member clubs to
apply for funding of junior curling initiatives in keeping with the goals of the GKC.
Allocation of funds will be authorized by a majority vote of the Board and must comply
with Ontario Lottery regulations.

Bank Accounts

GKC shall set up an account at a local bank in the form of a non-profit organisation or
community account for each of its two funds. The signing officers for financial purposes
will be any two of the executive directors.

Dissolution of Greater Kingston Curling

In the event of dissolution or winding-up of GKC, all of its remaining assets after
payment to the member clubs and all of its liabilities, shall be distributed to “Curling
Canada Foundation – Youth Programs, specifically to be directed to junior curling
support at all of the member curling clubs of Greater Kingston Curling”.

Conflict of Interest:

Members of the board have a duty to disclose any personal, family, or business
interests or other community involvements, that may, in the eyes of another person,
influence their judgment. Directors shall disclose conflicts of interest to the board.
Board members have a duty to exempt themselves from participating in any discussion
and voting on matters where they have, or may be perceived as having, a conflict of
interest. In some circumstances they may be asked to leave during the debate and vote.

Approved by the following clubs as indicated by the signature of each President:
Cataraqui Golf and Curling Club
Gananoque Curling Club
Garrison Golf and Curling Club
Napanee and District Curling Club
Royal Kingston Curling Club