THUNDER BAY DBC
THUNDER BAY DBC
BY LAWS & POLICIES

THUNDER BAY DUPLICATE BRIDGE CLUB

BYLAW

Article 1. Name

The name of the club shall be the "Thunder Bay Duplicate Bridge Club" hereinafter called the Club.

Article 2. Objects

The Club shall preserve and promote the best interests of competitive duplicate bridge and afford its members a continuous and attractive program of bridge.

Article 3. Relationship to Unit

The Club shall cooperate with Unit 228 of the American Contract Bridge League and abide by the rules and regulations of the ACBL as they relate to the operation of all bridge games sanctioned by the ACBL.

Article 4. Membership

4.1 Any person residing within the jurisdiction of Unit 228 of the ACBL is eligible for membership. Non-residents are eligible for membership with the permission of the ACBL.

4.2 Annual membership dues shall be determined annually by the Board of Directors and ratified by the Annual General Meeting.

4.3 No member shall be suspended or expelled from the Club except for good cause, and until such time as he/she has been given 10 days notice in writing advising him/her of any charge against him/her and giving him/her a reasonable opportunity to appear before the Board. No suspension or expulsion shall be valid unless ratified by a majority vote of the Board.

Article 5. Board of directors

5.1 The club shall be administered by a Board of Directors consisting of nine members of whom five shall constitute a quorum.

5.2 The Past-President shall continue as an ex officio member of the Board without voting rights for one year if that person is no longer an elected Board member.

5.3 Three Directors shall be elected each year at the Annual General Meeting for a three year term. New Directors will take office at the beginning of the first Board meeting following the Annual General Meeting.


5.4 DELETED (Directors will be limited to two consecutive terms of office.)

5.5 The Board shall meet at least three times between each AGM. The first meeting of the new Board shall be called within 2 weeks of the AGM.

5.6 Board Meetings shall be called by the President or any two Directors.

5.7 All Directors shall be informed of the time and place of each meeting at least one week ahead of time. Meetings may be held without formal notice if all Directors indicate their consent.

5.8 Each Director shall be entitled to one vote except the President who shall not vote except in the event of a tie when the President shall have the casting vote.

5.9 In the event of a vacancy on the Board prior to the AGM of the Club, the Board shall fill the vacancy in such manner as it sees fit.

5.10 The Board shall annually appoint a person, not currently serving as a Director, to audit all receipts and disbursements of the Club.

5.11 The Club Manager shall attend all Board meetings with voice but no vote.

5.12 The Board shall determine the financial institution with which the Club shall conduct its business. A minimum of two officers shall constitute signing authority on behalf of the Club.

Article 6. Election of Board of Directors

6.1 One month before the AGM, the president shall select one of the Directors to be Chair of the Nominating Committee. The Chair shall select two other members who are not presently serving as Directors to complete the Committee. The Committee shall meet and prepare a slate of names to be placed in nomination at the AGM.

6.2 Additional nominations may be made from the floor at the AGM provided each nominee has given prior consent in writing.

6.3 Each member is entitled to one vote for each Director to be elected.

6.4 All ballots shall be secret.

6.5 The three nominees receiving the most votes shall be declared elected.

Article 7 Club Officers

7.1 The officers of the Club shall consist of a president, a vice-president, a secretary and treasurer.

7.2 The Board of Directors shall elect all officers at its first meeting following the AGM and the persons elected shall hold office until their successors are elected.
7.3 In the event of an office becoming vacant, the Board shall fill that vacancy however it may see fit.

Article 8 Duties of the Officers

8.1 The President shall preside at all meetings of the Board and the Membership and subject to the authority of the Board and the membership shall be responsible for the general management and direction of the Club's business and activities.

8.2 The Vice-president shall, during the absence or incapacity of the President, exercise all the responsibilities as the President. The Vice-President shall also perform additional duties as the President or Board may designate.

8.3 The Secretary is responsible for the recording of all the minutes of all the meetings of the Board and members of the Club. If the Secretary is unable to attend a meeting he/she will ensure that another person records the minutes. The Secretary will retain all records and forward them to the succeeding Secretary.

8.4 The Treasurer shall keep full and accurate books of account in which shall be recorded all receipts and disbursements of the Club and under the direction of the Board, shall control the deposit of money, the safekeeping of securities and the disbursement of the funds of the club. The Treasurer shall report to the Board at all its meetings and to the membership at least twice per year, an account of all financial transactions as well as the financial position of the club. It is the responsibility of the Treasurer to maintain all financial records and forward them to the succeeding Treasurer.

Article 9 Membership meetings

9.1 The Annual General meeting shall be held no later than six months after the fiscal year end.

9.2 General Meetings of the membership shall be convened by the President or the Board of Directors as necessary.

9.3 At all meetings one third of the fully paid up membership shall constitute a quorum.

9.4 At all meetings each question shall be decided by a simple majority vote by the fully paid up members.

9.5 No proxy votes will be allowed.

9.6 Notice of time and place and the general nature of the business to be transacted shall be posted on the club's web site, posted at all locations where the Club holds bridge games and shall be announced at bridge games at least thirty days prior to the meeting.

Article 10 Fiscal Year

The fiscal year of the club shall be from January 1st to December 31st.

Article 11 Rules of Order

Meetings of the Board and Club will be conducted under Robert Rules of order unless this Bylaw specifies differently.

Article 12 Amendments to the Bylaw

Amendments to the Bylaw may be proposed by the Board, two Directors or at least ten members and submitted in writing to the Secretary at least 30 days before the
AGM or any special meeting called for that purpose. It shall be the duty of the Secretary to incorporate the text of the proposed amendment in the notice of the meeting. The concurrence of two thirds of all members present and voting shall be required to pass any amendment

THUNDER BAY DUPLICATE BRIDGE CLUB

POLICIES AND PROCEDURES

January 2011

Membership: The membership fee is $5 a year.

(August 2005)

: The playing fee for all regular games is $5.

(June 2005)

Audit Committee The Board will appoint an Audit Committee of 3 members, the chair of which shall be a Board member, to examine the club’s financial documents. The Committee will report to the Annual General Meeting.

March 2009)

55+ Centre: In lieu of rent, a monthly donation of $200 will be made to the 55+ Centre for playing space.

Director’s fee: Directors will receive an honorarium of $50 per game (August 2006) plus $20 for preparing a set of pre-dealt boards. (August 2010)

Stratification: Stratification numbers are

A: 1000+

B: 300-1000

C: 0-300

Stratification numbers for the Invitational section are

A: 50-200

B: 20-50

C: 0-20

The Club Manager may from time to time adjust the stratification numbers in order to maximize the master points available.

Club Manager: Under review.

Charity Games: The Thunder Bay Duplicate Bridge Club will support four local charities per year, one of which will be the Shelter House.

Shelter House will receive a donation of $400 per year. The other three charities will each receive $100 per year.

Four other charity games will be held in accordance with ACBL policy.

Sick/Bereavement: Cards should be sent to members who are sick and hospitalized. Donations of $25 to be sent to the charity specified in the obituary notice for any deceased club member.

Solicitations: The TBDBC prohibits the solicitation of door prizes etc. from local merchants for special events.

Luncheons: Luncheon games are to be held with one fee only for members. Non-members will be charged the full amount of the event.

Seating: There shall be no reserved seating except at the discretion of the Director. Members can reserve a table only if they are in the building.

Open Games: Monday games being held at the 55+ Centre shall be restricted to players over the age of 55 with the following exceptions

A) persons playing with a spouse who is over 55

B) NAP, CNTC and COPC qualifying games

C) STAC games

All other games shall be open.

Guests: The only restriction on guests shall be at the 55+ Centre as outlined above.

Zero Tolerance: The Thunder Bay Duplicate Bridge Club approves and will implement the Zero Tolerance Policy of the ACBL. (Attached)

THUNDER BAY DUPLICATE BRIDGE CLUB

WEBSITE POLICY AND PROCEDURE

  1. THUNDER BAY DUPLICATE BRIDGE CLUB (TBDBC) WILL BE FOR THE ENJOYMENT OF THOSE THAT ACCESS THE WEBSITE AT www.bridgewebs/thunderbaydbc
  2. THE WEBSITE WILL BE OWNED BY TBDBC WITH THE DAY TO DAY INFORMATION ADMINISTERED BY THE WEBMASTER, ASSISTANT WEBMASTER AND ANY OTHER PARTIES (IE: CLUB MANAGER, DIRECTORS) WHO MAY HAVE INFORMATION WHICH WILL BE ACCESSED ON THE WEBPAGE.  
  3.  THE WEBMASTER AND ASSISTANT WEBMASTER WILL HAVE THE MAIN PASSWORD WHICH WILL ACCESS ALL INFORMATION ON THE WEBSITE.  OTHER PARTIES WILL BE GIVEN ACCESS TO A SPECIFIC PART OF THE WEBSITE WITH A DIFFERENT PASSWORD.  THIS WILL ALLOW THE OTHER PARTY TO ACCESS ONLY THAT PART OF THE WEBSITE WHICH THEY REQUIRE.
  4. THE COST OF THE WEBSITE WILL BE THE RESPONSIBILITY OF TBDBC.  THIS COST WILL INVOLVE BRIDGEWEB’S YEARLY COST, DOMAIN COST AND AN HONOURARIUM TO THE WEBMASTER OF TWO FREE GAMES PER MONTH.
  5. THE WEBMASTER WILL MAINTAIN A DYNAMIC AND ATTRACTIVE WEBSITE.  IT WILL INCLUDE INORMATION CONCERNING TBDBC ACTIVITIES AND UNIT 228 INFORMATION AS NECESSARY.  INCLUDE AND FREQUENTLY UPDATE A HEADLINE ARE IN WHICH EVENTS ARE PROMOTED, SPECIAL SCORES ARE POSTED AND OBITUARY ANNOUNCEMENT OF DECEASED PLAYERS APPEAR.  ENDEAVOR TO GENERATE ENTHUSIASM ABOUT UPCOMING EVENTS AND TOURNAMENTS BEING HELD BY TBDBC AND UNIT 228.
  6. CLUB DIRECTORS WILL BE RESPONSIBLE FOR  POSTING SCORES AND RESULTS IN A TIMELY MANNER.
  7. CLUB MANAGER WILL BE RESPOSIBLE FOR POSTING THE MONTHLY CALENDAR IN A TIMELY MANNER.
  8. TBDBC BOARD OF DIRECTORS WILL BE RESPONSIBLE FOR SUPPLYING THE WEBMASTER WITH THE MINUTES OF ALL BOARD MEETINGS AND ANY CHANGES IN THE POLICIES AND PROCEDURES.
  9. THE INFORMATION ON THE WEBSITE WILL BE FOR THE BENEFIT OF MEMBERS OF TBDBC AND UNIT 228.  ONLY INFORMATION REGARDING TBDBC WILL BE POSTED ON THE WEBSITE.
  10. IN REGARDS TO PHOTO’S OF MEMBERS APPEARING ON THE WEBSITE, MEMBERS WILL BE ASKED IF THE WEBSITE COULD PUT THEIR PICTURE ON THE SITE WITH AT LEAST TWO WITNESSES TO THE FACT.  IN THE EVENT OF GROUP PICTURES (IE: CHRISTMAS PARTY, NEW YEARS EVE PARTY) IT WILL BE ANNOUNCED BY THE PERSON IN CHARGE IF ANYBODY DOES NOT WANT THEIR PICTURE TAKEN TO IDENTIFY THEMSELVES AND THEY WILL BE EXCLUDED FROM ALL PICTURES AT THE SAID EVENT.

THUNDER BAY DUPLICATE BRIDGE CLUB
DEALING MACHINE
POLICY AND PROCEDURES
(as a caveat, now that we have a dealing machine cards will be dealt randomly either by hand or machine)

  1.  The designate dealing machine operator will be responsible to have two sets of boards ready for each double session (eg: Monday/Tuesday) and one set of boards for each single session.  They will also generate boards for any special events/games (eg:  STaC, Helen Shields, etc).
  2.  Every director should have the technical skill needed to operate and maintain the dealing machine when necessary.
  3.  One person will be designated the Club Dealer.  There should also be a Substitute Club Dealer who should be notified by the Club Dealer to deal the boards in case the Club Dealer is not available to perform the task.
  4.  The person who makes the boards will receive an honourarium of   one free game per session.
  5. The club manager is responsible for accessing the special games file and putting them on a USB drive or e-mailing the data to the computer at the K. C. Hall.
  6.  The USB key will be kept at the K. C. Hall in the locked cupboard.  The key will be taken along with the boards to the 55 Plus Centre for the Monday game.  The USB key along with the boards will be returned to the K. C. Hall and restored in the cupboard.
  7.  The Club Manager shall ensure the computer at the K. C. Hall is available to the dealing machine operator.
  8.  For unforeseen circumstances, we will shuffle, deal and play using the nonconforming boards.
  9.  Ethics issues surrounding the operation of the dealing machine will be addressed to the Club Manager and presented to the Board of Directors. 

THUNDER BAY DUPLICATE BRIDGE CLUB

CLUB MANAGER POLICY AND PROCEDURES

The Club Manager will

  1. Be  accountable to the Standing Committee which represents the Thunder Bay Duplicate Bridge Club (TBDBC) and will confer with the chairperson regarding club operations.
  2.  Be  expected to be familiar with Chapters 4 and 5 in the ACBL Handbook.
  3. When possible attend with the President of TBDBC all Unit 228 Board Meetings.
  4. Act as a liaison between the Standing Committee which represents TBDBC, Unit 228 Board of Directors and the ACBL/CBF.  She/he advise the Unit Board when the Club is not or appears not to be complying with ACBL regulations.
  5. Apply for renewal of our franchise as it comes due.
  6. Work with the TBDBC to prepare an annual schedule of events for all duplicate bridge games held in Thunder Bay and to finalize such schedule
  7. Be responsible for scheduling all regularly sanctioned games.
  8. Be responsible for scheduling all special games which the Standing Committee determines should be held.  These might include:

    Club Championships (one each quarter per regularly scheduled sanction)

    Charity Club Championships

    ACBL Membership Games

    Club Appreciation Games (October)

    Helen Shields Rookie Master Game (Spring)

    Erin Berry Rookie Master Game (Fall)

    Vince Scarcello Memorial Pairs (Spring)

    World Wide Pairs (June)

    Sectional Tournaments at Club (Unit 166 & CBF)

    Special Event Games included with the yearly sanction renewal

    Helen Shield’s Memorial Pairs

    NAOP Club Qualifying Games (June-August)

    COPC/CNTC Qualifying Games (September-December)

    Club Christmas Party

    Champagne Pairs

  9. Prepare and distribute monthly calendar.
  10. From time to time arrange for volunteers to clean bidding boxes, tables, etc.
  11. Assign Directors for all games held by the club.
  12. Work with the Club Treasurer regarding payment of expenses as they arise.  These include                                          
  1. Monthly Report
  2. Special Games
  3. ACBL/CBF/Unit 166
  1.  (13) Prepare reports to update TBDBC at all Board meetings.
  2. (14)Order supplies as necessary.  The Club Manager will have an authorized spending limit of $500.00 for supplies and services.  The Club Manager will submit any unbudgeted expenditure above the $500 limit to the TBDBC Board for approval.
  3. (15)Help game directors or get help when necessary.
  4. (16) Be or become familiar with ACBL Score.
  5. (18)Be aware of the By-Laws of both the TBDBC and Unit 228.
  6. (19)Receive an honorarium of $125 per month.