The following bylaws shall apply to the above mentioned organization, herein called “Kapolioka’ehukai Outrigger Canoe Club” and or “the club”. Throughout this document, where personal pronouns or suffixes specifying gender are used, they are meant to refer to persons of either sex.
ARTICLE I: NAME
The name of the club shall be Kapolioka’ehukai Outrigger Canoe Club. The club’s colors shall be eggplant purple on white.
ARTICLE II: OFFICES
Section 2.01 – Principal Office
The principal office for the transaction of the business of the Corporation may be established at any place or places within or without the State of California by resolution of the Board.
Section 2.02 – Other Offices
The Board may at any time establish branch or subordinate offices at any place or places where the Corporation is qualified to transact business.
ARTICLE III: MISSION
The mission of the club shall be:
A) to promote and perpetuate the sport of outrigger canoe paddling and the pacific islander culture that surrounds it.
B) to educate the public, especially the youth, on health and environment, through community projects and events.
C) to strive to uphold a high moral standard and character as a paddler and as a citizen of the community of which we live and play.
D) to fiercely compete with honor and courage on the water and express our aloha with one another on and off of the water.
E) to always take care of our ocean and encourage others to do the same so that our future watermen and waterwomen will always have place to learn and play.
F) to give back what we take, whether it be from the ocean (ke kai) or the land (‘aina).
G) to always honor the memory and legacy of Rell Kapolioka’ehukai Sunn and share our aloha with everyone we meet as she always did throughout her life.
H) to live our lives to the fullest every day with honor and the aloha spirit, no matter what obstacles in life try to overcome us.
ARTICLE IV: DEFINITIONS
Section 4.01 – Member in good standing
A member in good standing is a member who has paid all required dues and fees and has discharged all required obligations to the club for the current term of membership. An active member in good standing, in addition to the foregoing, is an active participant in club events and activities.
Section 4.02 – Voting Member
A voting member is member in good standing. A voting member may run for club office and also vote in all club elections.
Section 4.03 – Majority
Unless otherwise specified, majority means a simple majority of those present.
ARTICLE V: MEMBERSHIP
Section 5.01 – Membership
All applications for membership in the club shall be made in writing on an application form provided by the club. Completion of all required forms and payment of all required dues and fees shall qualify an individual for membership in the club with all rights and privileges through February 1 of the following calendar year. If membership expires in the middle of the race season, the member is obligated to finish the race season with the club and may NOT join another canoe club unless otherwise directed by the Head Coach.
Section 5.02 – Dues and Fees
Membership fees (including dues, fees, and assessments) shall be established and set by the Board of Directors. Period of Membership constitutes date of payment through February 1 of the following calendar year. Membership fees to be set forth by Fee Schedule
Section 5.03 – Resignation
Any club member desiring to resign from the club shall submit their resignation in writing to the Board of Directors. There are no refunded fees in cases of resignation.
Section 5.04 – Quorum and Voting at Annual Meeting
Each voting Member in good standing shall have one (1) vote at an annual meeting of the Members. A quorum shall consist of 1/3 of the total Members eligible to vote. A majority of the votes cast at a meeting at which a quorum is present shall constitute the action of the Members. Voting in-person, by teleconference/video-conference, or by proxy is permissible.
Section 5.05 – Notice of Annual Meeting
Notice of the Annual Meeting shall be published to the membership between 5 and 10 days prior to the date of the meeting.
ARTICLE VI: KAPOLIOKA’EHUKAI CANOE CLUB BOARD OF DIRECTORS
Section 6.01 – Purpose
The purpose of the Board of Directors is to conduct general business. A board member of the club shall be a member in good standing with the club. The voting members of the club shall be the Canoe Club President, Vice President, Secretary, Treasurer, and Member-at-Large. Non-voting members of the Canoe Club shall be the immediate past Chair and current coaching staff.
Section 6.02 – Composition and Term
The Board of Directors shall be comprised of five members in good standing. These positions are elected by the general membership of the club at the annual meeting, or shall be appointed by the current President if there are not enough nominations. Each position will be held for a minimum of 1 calendar year but no more than 2 calendar years in any single position.
Section 6.03 – Powers and Responsibilities
The Board shall have the responsibility of the general supervision of the affairs of the club and shall have the authority and responsibility to:
- Establish and enforce general club policies
- Approve the annual budget
- Conduct the general business of the club
Section 6.04 – Nomination Policy
In November of each year, one month prior to the annual club meeting, the Secretary will announce a general call for nominations for Board members. Nominees will be contacted to determine acceptance/declination of nominations and preliminary results of nominations will be announced to the general membership. Members are encouraged to contact the persons they are nominating to determine interest prior to submitting final nominations. The list of nominees will be presented at the annual meeting at which time additional nominations will be accepted and/or previous nominations may be declined. Elected board members will take office on January 1 of the calendar year. Elected Board Members may NOT be appointed to coaching staff.
Section 6.05 – Vacancy Policy
If a vacancy occurs amongst the Board members, the Board shall elect a member to fill the vacancy and the member so elected shall hold office until the general annual election or subsequent vacancy.
Section 6.06 – Removal of Board Members
Any Board member may be expelled from the Board of Directors for violating the existing bylaws, misconduct, and any act and/or omission that would tend to bring disrepute upon the club. A regular Board meeting shall be conducted to review, discuss, and approve recommended action with a majority vote of those eligible present and voting. If expulsion is approved, the Board member may choose to resign or take the issue to general membership. If a special meeting of the general membership is called for that specific purpose, the decision shall have majority vote of those eligible present and voting. The accused Board member shall have no voting rights on this matter. The accused member’s name shall not be printed for public distribution. The accused member shall have the right to appear at the special meeting on his/her own behalf, or be represented by another member of his or her choosing. An expelled member shall forfeit all rights, privileges, and current dues paid. Any other dues or fees paid in advance shall be refunded, provided that no other monies are owed to the Club.
Section 6.07 – Board Meetings
Board meetings may be called at any time by the Secretary on the order of the President or two Board members. The Secretary shall give each Board member and the entire club notice of said meeting at least three days prior. A quorum of three Board members is required for an official Board meeting. The Board shall make available to the Board members, the statements, books, and records at all reasonable times throughout the fiscal year.
Board meetings will be held once per month and will be open to all club membership. At the conclusion of club business between the Board, an open forum meeting will be held with any club members present to provide feedback, answer questions, and talk about upcoming events.
Section 6.08 – Board of Directors Liability
The Directors shall not be personally liable for the debts, liabilities or other obligations of the Corporation
Section 6.09 – Kapolioka’ehukai Canoe Club President
- The President shall be the principal executive officer of Kapolioka’ehukai Canoe Club and shall supervise all meetings of the Kapolioka’ehukai Canoe Club Board of Directors and general membership.
- The President shall be responsible for the daily administration of Kapolioka’ehukai Canoe Club.
- The President may provide an authorized signature for all check payments except in cases where the signing has been expressly delegated to some other Board member or agent of Kapolioka’ehukai Canoe Club.
- The President prepares an annual budget with the Treasurer which shall be ready no later than February 1st of each calendar year and will be made available to the general membership.
- The President shall apply for and manage grants from foundations, corporations, and the government.
- The President shall, in general, perform other duties incident to the office of Kapolioka’ehukai Canoe Club Board of Directors and all such duties as needed.
Section 6.10 – Kapolioka’ehukai Canoe Club Vice President
- In the absence of the President or in the event of his/her ability or refusal to act, the Vice President shall perform the duties of the President and when so acting shall have all the powers of the President.
- The Vice President shall supervise all Board and General Club meetings in the absence of the President.
- The Vice President shall be the direct supervisor of the Equipment Manager.
- The Vice President shall report any changes or needs in regards to equipment and or merchandise to the Kapolioka’ehukai Canoe Club Board of Directors.
- The Vice President shall direct the affairs of the Fundraising Committee.
- The Vice President shall in general perform other duties incident to the office of Vice President and such other duties as may be prescribed by the Kapolioka’ehukai Canoe Club President.
Section 6.11 – Kapolioka’ehukai Canoe Club Secretary
- The Secretary shall prepare agendas for all Board of Directors meetings.
- The Secretary shall be responsible for record-keeping for all Board and special meetings
- The Secretary shall ensure that the minutes from each meeting are available to the general membership no later than one week after conclusion of each meeting.
- The Secretary shall write letters as needed per Board request and be responsible for all club forms and documents.
- The Secretary shall in general perform all duties incident to the office of Secretary and other duties as prescribed by the Board of Directors.
Section 6.12 – Kapolioka’ehukai Canoe Club Treasurer
- The Treasurer shall have charge and custody of and be responsible for all funds of Kapolioka’ehukai Canoe Club.
- The Treasurer shall Ensure that all required state and federal financial filings are timely submitted & Prepare and present a written financial report at each Board meeting.
- The Treasurer shall receive and give receipt for money due and payable to Kapolioka’ehukai Canoe Club from any source whatsoever, and deposit all monies in the name of Kapolioka’ehukai Canoe Club in such depositories as shall be selected by the Board.
- The Treasurer shall ensure that all incoming checks are made payable to ‘Kapolioka’ehukai Outrigger Canoe Club’.
- The Treasurer shall handle inventory control, purchases, and the sale of all club equipment as well as merchandise.
- The Treasurer shall be responsible for collecting money from any incoming donations to the Club and will ensure that all monies are deposited on a weekly basis.
- The Treasurer shall in general perform all duties incident to the office of Treasurer and such other duties as may be prescribed by the President.
Section 6.13 – Kapolioka’ehukai Canoe Club Member-at-Large
- The Member-at-Large will be responsible for accepting and relaying to the Board any communication from general club members as well as feedback on issues as they occur and provide suggestions as needed.
Section 6.14 – Immediate Past President
- The immediate Past President will act as a resource of information and experience in support of the Board as an Advisor.
- The immediate Past President will assist with and give alternative points of view as required or requested.
- The immediate Past President is a non-voting Board member.
ARTICLE VII: COACHES
Section 7.01 – Head Coach
The Canoe Club Board shall appoint the Head Coach. The Head Coach shall appoint the mens, womens, novice, and keiki coaches only after receiving the approval of the Board. By accepting a coaching position with the club, all coaches agree to abide by the club by-laws and the direction of the Canoe Club Board. The Canoe Club Board may elect to remove the Head Coach with the unanimous agreement of the Board.
Head Coach will present prospective Coaching Staff to the Canoe Club Board for review and feedback. Head Coach will appoint all necessary coaching staff for the season. May remove or appoint coaching staff at any time due to certain circumstances such as schedule change or conduct. May also take on specific
1. Promote the cultural values of Kapolioka’ehukai Canoe Club.
2. Train and develop paddlers and coaches to their fullest potential.
3. Assure the safety and integrity of each member.
4. Oversee all coaching staff.
5. Meet weekly to strategize and evaluate goals and objectives with coaching staff.
6. Overall responsible for all things paddling related on and off the water.
Section 7.02 – Assistant Head Coach
Will be appointed by the Head Coach and may also be assigned a specific coaching duty.
1. Acts in place of Head Coach upon the absence of Head Coach.
2. Promote the cultural values of Kapolioka’ehukai Canoe Club.
3. Train and develop paddlers and coaches to their fullest potential.
4. Assure the safety and integrity of each member.
Section 7.03 – Coaching staff (Open, Novice, Kane, Wahine, Keiki)
The specific staff will depend on club membership for any particular season. (For example, if there were no novice paddlers, there would be no reason to have a Novice Coach.)
1. Promote the cultural values of Kapolioka’ehukai Canoe Club.
2. Train and develop paddlers to their fullest potential.
3. Plan and organize day to day training workouts.
4. Teach stroke technique.
5. Teach steering, strength training and the development of other skills.
6. Coordinate crews for practice and races.
7. Set crew evaluation criteria.
8. Conduct safety drills regularly.
9. Assure the safety and integrity of each paddler.
10. Assure the safety and integrity of canoes and equipment.
11. Coaching staff will be responsible for assessing the swimming capabilities of new paddlers before taking them to the open ocean
ARTICLE VIII: SUB-COMMITTEES
Section 8.01 – Appointments
The Canoe Club Board of Directors, by resolution adopted by a majority of the board members then in office, may create one or more sub-committees, each consisting of two or more directors and other members as the sub-committee chairperson.
Appointments to sub-committees may be by majority vote of the Canoe Club Board then in office. The Board may appoint one or more sub-committee co-chairperson as an alternate member of any such sub-committee, who may replace the absent sub-committee chairperson member at any meeting.
The Canoe Club Board shall select a chairperson for each sub-committee subject to the approval of the Canoe Club board members eligible to vote. Sub-committees shall operate under the direction of the Canoe Club Board of Directors.
Sub-committee members shall serve one-year terms, but may serve any number of consecutive terms.
Section 8.02 – Sub-Committee Descriptions
Sub-committees will be listed in a separate document, titled Sub-Committee Descriptions, depending on whether or not there is a need for a sub-committee. This document may be updated each year when the Canoe Club Board of Directors takes office. The Canoe Club Board shall add or remove sub-committees as they see fit throughout the year. Membership will be notified of all changes.
Section 8.03 – General Requirements for all Sub-Committees
The Canoe Club Board of Directors shall have the authority to determine the manner in which proceedings of any sub-committee shall be conducted. In the absence of any such determination, such sub-committee shall have the authority to determine the manner in which to proceed. Meetings and other actions of any sub-committee shall be governed by the provisions of Article VI as they relate to meetings and actions of the Canoe Club Board. Minutes shall be kept of each meeting of each sub-committee.
Section 8.04 – Sub-Committee Chairperson Responsibilities
The chairperson shall provide leadership and ensure sub-committee members are aware of their obligations and that the sub-committee complies with its responsibilities.
In consultation with the Canoe Club Board and/or sub-committee members shall:
- Schedule dates, times and location for meetings.
- In consultation with the Canoe Club Board and/or other board or sub-committee members establish and confirm an agenda for each meeting.
- Ensure the meeting agenda and relevant documents are circulated to the members of the sub-committee 3-5 days in advance of the meeting.
- Officiate and conduct meetings.
- Ensure there is sufficient time during the meeting to fully discuss agenda items.
- Ensure that discussion on agenda items is on topic, productive and professional; and minutes are complete and accurate, retained, included and reviewed at the next meeting.
Section 8.05 – Ad hoc Committees
The Canoe Club Board of Directors, by resolution adopted by a majority of the Board Members then in office, may create one or more ad hoc committees to serve at the pleasure of the Canoe Club Board of Directors. Appointments to ad hoc committees of the Canoe Club Board shall be by majority vote of the Canoe Club Board then in office.
Section 8.06 – Ways and Means Committee
The Ways and Means Committee oversees and coordinates all fundraising, sponsorship and special events. Oversees and manages all corporate contract negotiations for event production, services and fees. Develops timelines and assignments necessary for producing events, working with members, and overseeing all projects to completion. Provides a cost/profit analysis to the Canoe Club Board for each event. An understanding of event coordination and production as well as contract negotiations is essential for this position. Reports to the Vice President. (VP oversees all fundraising)
Section 8.07 – Bylaws
Consists of all members of Kapolioka’ehukai Canoe Club Board of Directors. Will create and maintain the club bylaws and Paddler Code of Conduct. Will accept proposals for changes and revisions from general membership and present them at Kapolioka’ehukai Board of Directors meetings for review. Explanation will define each item as “New”, “Change” or “Revision”, will include specific language and, in the case of changes or revisions.
ARTICLE IX: CONDUCT AND DISCIPLINE
Section 9.01 – General Guidelines
All members of the club shall conduct themselves in a manner consistent with the principles of professionalism and good sportsmanship to reflect credit upon the club, our sponsors, and of the sport of outrigger canoeing regardless of location. Expectation include but not limited to show good sportsmanlike conduct, helping with setting up the canoes, cleaning up after practices, loading/unloading canoes, volunteering at events, or other duties as needed. Participation is key and part of the entire club experience. Any member engaged in conduct detrimental to the club reputation, especially during club sponsored activities and other club events, will be subject to disciplinary action by the Board of Directors.
Disciplinary action may include a warning, suspension from club events for a time consistent with the infraction, or expulsion from the club. Suspension or expulsion from the club requires the majority vote of the Board of Directors and all dues will be forfeited.
- Zero tolerance for Verbal and/or Physical abuse.
- Appropriate behavior at club functions that are consistent with the charter and tenor of the club.
- No drinking on California beaches, unless the event has a designated, legal area for alcohol consumption AND after all club obligations have been met, (i.e.: unrig, load, set-up/break down camp etc. has been completed.)
- No drinking in/around Kapolioka’ehuka campsite.
- Drinking before a race will result in immediate removal from race and disciplinary action will be forthcoming.
- No drinking in/around any venues while Kapolioka’ehuka is volunteering/working.
Section 9.02 – Kapolioka’ehukai OCC Internet Message Board Use
All messages using the message board are not to be construed as coming from the board of directors, or expressly endorsed by the board of directors, unless this message is sent by the board of directors.
For all club members using the board, please be sure to identify yourself by signing each message. Do not send any inappropriate messages. Any violation of this could result in a verbal or written warning, or expulsion from access to the club Yahoo Group and/or the club itself
Section 9.03 – Expulsion (General Club Member):
Any member may be expelled from the club for violating the existing bylaws, misconduct, any act and or omission which would tend to bring disrepute upon the club. A regular Board of Directors meeting shall be conducted to review, discuss, and approve recommended action with a majority vote. If expulsion is approved, the member may choose to resign. The vote of the Board of Directors will become final. An expelled member shall forfeit all rights, privileges, and current dues paid.
Section 9.04 – Expulsion (Canoe Club Board Member):
Any Board Member may be expelled from the club in accordance with the rules and procedure listed in Article VI Section 6.06 – Removal of Board Members and Article IX Section 9.03 – Expulsion (General Club Member).
ARTICLE X: SAFE BOATING OPERATIONS
To insure boating procedures all members of the club shall follow safety rules and regulations as set forth by the U.S. Coast Guard and the recommendations of the National Safe Boating Council. Copies of current regulations will be posted at the club.
ARTICLE XI: AMENDMENTS
These bylaws may be altered, amended, or repealed, or new bylaws may be adopted by a majority vote of the Kapolioka’ehukai Outrigger Canoe Club Board of Directors.
ARTICLE XII: FISCAL YEAR
The fiscal year of this club shall begin on January 1 and end on December 31.
ARTICLE XIII: DISSOLUTION OF THE CLUB
In the event of dissolution of this organization known as Kapolioka’ehukai Canoe Club, all property not owned by sister clubs and/or partnered clubs and remaining funds shall be given to the Rell Sunn Educational Fund.