COUREURS DE BOIS OUTDOORS CLUB
CONSTITUTION & BY-LAWS
JANUARY 7, 2025 REVISION
CONSTITUTION
ARTICLE 1 – NAME
A. The name of the organization shall be Coureurs de Bois Outdoors Club.
B. The organization may, by vote of the Membership body, change its name.
ARTICLE 2 – AIMS AND OBJECTIVES
A. To lead interesting, appropriately challenging hikes.
B. To train, protect and support hike leaders,
C. To safely maintain and build good trails.
D. To provide our membership with healthy outdoor activity.
BY-LAWS
BY-LAW #1 – MEMBERSHIP AND MEMBERSHIP FEES
1. Membership
A. Any person, 18 years and older, interested in the Coureurs de Bois Outdoors club
and its activities shall be eligible for membership upon payment of dues, and agrees
to adhere to our rules and regulations, and the Code of Conduct. Memberships are
non-transferable.
B. Membership entitles the individual to attend our bi-monthly General Meetings, the
Annual General Meeting, to join hikes and any other club sponsored events.
C. Only individuals can become members of the Coureurs de Bois Outdoors Club; no
corporations or other legal entities may become members.
D. A membership is terminated when the member dies, resigns, is expelled, the term of
the membership has expired, or the corporation is liquidated or dissolved.
Our code of conduct #15 states that “any member of the Coureurs de Bois Outdoors
Club, who by their conduct violates this Code, may have their membership revoked
by a majority of the Executive.”
2. Membership Fees
A Membership fees will be determined by the Executive and are subject to review
annually. The membership year shall be from September 1st to August 31st.
B. Members who join after September shall be charged a membership fee at a
pro-rated amount from the time they join until the following September.
C. Any fee change will be made known to the membership in the month of May.
D. Interested members of the public are entitled to three (3) free hikes. After which
they will be required to become members to continue with the Club activities.
BY-LAW #2 – EXECUTIVE OFFICERS AND EXECUTIVE COMMITTEE
1. Composition
The Executive Committee is comprised of the Officers of the Club:
President
Vice-President
Recording Secretary
Treasurer/Membership
Trail Master(s)
Social Committee Chairperson
2. Role
The business of the Coureurs de Bois Outdoors Club shall be managed by the
Executive Committee. Working on behalf of the Membership, the Executive
Committee considers current issues and activities and makes recommendations, as
necessary, for consideration by the Membership.
3. Term
A. The term of an Officer is two (2) years.
B. An Officer may serve two (2) consecutive terms in the same position.
C. An Executive Officer may stay on beyond the second two (2) year term with the
approval of the Membership.
D. Members of the Executive must be members in good standing.
4. Meetings
The Executive Committee shall meet as often as is required to administer the affairs of
the Club. The Executive will meet three (3) weeks prior to all General Meetings. The
location of the meeting will be determined prior to the meeting.
If unable to attend an Executive meeting in person, an Officer may participate by
telephone or electronic means.
5. Limits of Liability
No member of the Executive or Officer of the Club shall be liable for the acts,
receipts, neglects or defaults of any other member of the Executive unless the same
are occasioned by the member of the Executive’s own willful neglect or default.
6. Removal of Officers
Members may remove officers by a majority vote at a special meeting. Officers are
entitled to give reasons for opposing their removal.
7. Eligibility for Executive Members
To hold an Executive Position in the Coureurs de Bois Outdoors Club, the interested
member must be an active member, attending 3 out of the 5 General Meetings each
year.
8. Filling Vacancies
A vacancy on the Executive shall be filled at the next regular general meeting and as
follows, and the Officer appointed or elected to fill the vacancy holds office for the
remainder of the unexpired term of the Officer’s predecessor:
a) Officers may fill a vacancy amongst the Officers by rotating positions, combining
positions or reducing the number of Officers to fill the vacancy
b) if a vacancy occurs as a result of the members removing an Officer, the members
may fill the vacancy by an ordinary resolution
c) if there is not a quorum of Officers or there has been a failure to elect the number
of Officers, the Executive, without delay, shall call a Special Meeting of members
to fill the vacancy and if they fail to call such a meeting, the meeting may be
called by any member
BY-LAW #3 – NOMINATIONS AND ELECTIONS
A. At the Annual General Meeting in November, when a new slate of Officers is
to be elected, the President will ask for nominations from the membership. A
Member present will officially nominate the candidate for a specific Executive
position, seconded by a Member and voted on by a show of hands by the
Membership.
B. In a case where more than one candidate has been nominated for any one position, the
Executive shall organize an election by secret ballot for that position.
C. The term of the office of the new Executive Officers shall commence on January 1st
and shall expire after a period of two (2) years after the election or confirmation.
BY-LAW #4 – VOTING
A. When a decision is to be made by the Membership voting, the outcome shall be
determined by a show of hands or a verbal response. If a decision has been made, but
a member requests that the issue be re-visited, 25% of the membership must agree to
reopen the discussion.
B. The Executive has the prerogative to have a decision by secret ballot if the situation
warrants it.
C. In the case of a tie, the President shall cast the deciding vote.
D. As Club members, the Executive shall be allowed to cast personal votes in
the General Membership voting.
E. The requirement of passage of any resolution at an Executive Meeting shall be four
(4) of the Executive members.
F. The requirement of passage of any resolution at General Meetings shall be 50% plus 1
of those present at the meeting.
G. The requirement of passage of any resolution at a Annual General Meeting shall be
50% plus 1 of those present.
H. Proxy vote will be allowed for the Annual General Meeting or any General Meeting
deemed necessary.
I. The Quorum will be those who attend the General Meeting.
BY-LAW #5 – MEETINGS
A. Regular General Meetings shall be held 5 times a year, the third Tuesday of
September, November, January, March, and May.
B. The November meeting shall be deemed to be the Annual General Meeting.
C. Other meetings for the purpose of education, exchange of ideas, and sharing of
information may be held as often as the Membership desires with the approval of the
Executive.
D. The Executive shall have the power to call, at any time, a Special General Meeting of
the Members of the Club.
E. In a year in which a new slate of Executive officers are appointed, a joint meeting of
the outgoing and incoming Executive officers shall be held after the Annual General
Meeting, and before January 1st. Executive Officers are identified as the President,
Vice-President, Recording Secretary, Treasurer/Membership, Social Committee
Chair, and Trail Master(s).
F. Communications to Members shall be conducted by e-mail. For the purpose of such
communications, the e-mail address of the member shall be the last address noted in
the records of the club. It is incumbent on the member to update their contact
information.
G. A notice of motion of any proposal that is likely to have a significant impact on the
current operations of the Club shall be submitted to the Secretary or President at least
14 calendar days prior to any scheduled bi-monthly meetings in order that the details
of the proposal may be included in the meeting agenda.
H. A special General Meeting must be called within 14 calendar days if a written
request for such meeting is submitted to the Secretary or President by not less than
10% of the voting members of the Club.
I. Notice shall be provided to each Club member of any Annual, General, or Special
Meeting at least 10 to 14 calendar days before the time fixed for holding such
meeting.
J. A proposed meeting agenda shall be provided to each Club Member for any annual
or special General Meeting at least 7 calendar days before the time fixed for holding
such a meeting.
K. For Members to demand a meeting, Members holding 10% of the votes must send a
request, with reasons, to the President and Secretary.
L. Members will be notified of any Club business by e-mail or the Blog.
BY-LAW #6 – ORDER OF BUSINESS
A. General Meetings
The order of business at each General meeting shall be as follows:
Call to order by the President
Review and approval of previous meeting minutes
Business arising from previous meeting minutes
President’s Report
Vice-President’s Report
Treasurer/Membership Report
Social Committee Report
Trail Master’s Report
Old Business
New Business
Adjournment
B. Annual General Meeting
The order of business at the Annual General Meeting shall be as follows:
Call to order by the President
Review and approval of previous meeting minutes
President’s Report
Vice-President’s Report
Treasurer/Membership report
Social Committee Report
Trail Master’s Report
Old Business
New Business
Election of Officers
Adjournment
BY-LAW #7 – FINANCE
A. The President, Vice-President and Treasurer shall be the signing Officers of the
Club. All cheques require two (2) signatures. These three (3) Officers have the
authority to make banking arrangements.
B. Proposed expenditures of over $500 will require the approval of the Membership.
C. The fiscal year for the Club will be from September 1st to August 31st.
D. An audit of our financial records will be required to be completed by two (2)
members of the Club, for the purpose of balancing the books of the previous fiscal
year, and reported to the membership at the Annual General Meeting in November.
E. In the event of the dissolution of the Club, all remaining funds shall be distributed
to a charity or charities to be chosen by the members. No Member may benefit
personally from any remaining funds.
F. Equipment will be put up for sale and sold for the highest price. Members have first
right of refusal.
BY-LAW #8 - DUTIES
A. President
Shall convene a meeting of the Executive prior to the first one in September.
Provide leadership to achieve the Club’s objectives and aims
Prepare agendas for, and chair General Meetings
Convene, prepare agendas for and chair meetings of the Executive Committee
Act as a signing officer for the bank account of the Club
Convene and chair the hike leader meetings as required
Monitor the blog and e-mail
Promote good communication between the Executive and Members
Deal with issues that may arise, such as hike leader related issues, incidents on the trail, etc.
Schedule twice yearly highway cleanup, usually in the spring and September to
mid-October.
B. Vice-President
In the event of the absence or inability of the President to exercise his/her office, become the Acting President of the Club with all the right, privileges, and powers as if he/she had been duly elected President
Attend General Meetings
Act as a signing officer for the bank account of the Club
Assist President as required
C. Secretary
Take minutes of the General Meetings and Annual General Meeting
Take minutes of Executive meetings
Maintain a Minute Book for the Club
Keep copies of correspondence received and sent by the Club
Arrange to book, on a yearly basis, the Club des Aînés for General meetings, the Annual General meeting and Hike Leader meetings. Meetings are generally held on the 3rd Tuesday of the months of September, November, January, March, and May. The number for the Club des Aînés is 705-848-6983.
Minutes and agendas to be sent to the membership via e-mail.
Arrange for Hike Leader meetings to be booked bi-monthly, on the third Tuesday, prior to the General bi-monthly meetings, to be held at the Club des Aînés. Notice will be sent to the Blogger one week before the meeting, as well as an e-mail to hike leaders.
D. Treasurer/Membership
Act as a signing officer for the bank account of the Club
Issue cheques and make bank deposits on behalf of the Club
Maintain accurate records of all financial transactions made by the Club
Report to the Members and the Executive on the financial position of the Club at each General Meeting and at such other times as requested by the Executive
Collect Membership dues
Determine the amount of the dues payable for any valid member at any given time
Maintain an up to date and accurate membership list
E. Trail Master(s)
Determine areas that need to be maintained
Maintain trail clearing equipment
Maintain inventory of trail clearing equipment
Maintain trail markings/signage
Co-ordinate with Executive to determine when to schedule/complete trail
Maintenance
Collect risk and waiver agreements for participants from hike leaders by month’s end on a monthly basis.
Ensure forms are completed accurately.
F. Social Committee - Our motto “We do not voluntell anyone”
Led by a Chairperson and volunteer CdeB club members who are good team players, have an e-mail address and internet access to FB & Messenger
Participate in local events to promote the CdeB Outdoors Club ie Mental Health Event, Community Group showcase, etc.
Plan & organize the following club events:
Christmas Parade
Christmas Cookout
Christmas Dance
Lumberjack Days at Mississagi Park
Winterfest
June Potluck
Hiker Chicks Events
Fundraising Events
Encourage membership participation via e-mail, CdeB Facebook group, CdeB Blog
Support CdeB member(s) who initiate CdeB activities
Ensure posters are up to date
Ensure posters are in stock & replenished at the following locations:
Bulletin boards at corner of Esten & Pearson
Bulletin boards at corner of Hillside & Amsterdam
Dr. Lennon’s office
Grocery Stores
Collins Hall
Trading Post
Elliot Lake Retirement Living
Other suitable venues
G. Coureurs de Bois Outdoors Club Blogger
Maintain the scheduling of hikes on the Calendar section
Post information about hikes or other communications on the blog
Post photos of the hike as received
Post hike destinations and descriptions of planned hikes. The hike leader is to send this information to the Blogger 24-48 hours in advance of the planned hike.
H. Hike Leaders
Be certified with Hike Ontario
Take CPR training when offered by the Club
Lead hikes on Mondays (leisure), Monday afternoon seniors (easy), Tuesdays (easy), Thursday mornings (intermediate), Thursday afternoon seniors (easy), Saturdays (easy)
Consult with the list of trails that will provide details of hike ratings such as distance, terrain, and elevation gain to assist in choosing an appropriate hike
Have hikers sign the Assumption of Risk and Waiver Agreement for
Participants
Fill out the information on the back of the sheet and submit the completed form
Perform safety checks of the participating hikers at the meeting place
Be responsible for the safety of the hiking participants in their group
Inform participating hikers that the planned hike must be finished and is deemed as “finished” when all participants have returned to the cars, unless extenuating circumstances or prior arrangements have been made with the hike leader. If hikers choose to continue with a further hike, it is no longer a sanctioned hike with the Coureurs de Bois Outdoors Club and the hike leader is no longer responsible for their safety.
Attend Hike Leader meetings
Hike leaders are required to send their chosen hike for a particular day to the blogger no less than 24-48 hours before the hike date.
Hike leaders have the expectation of leading 10 hikes per year.
BY-LAW #9 - INVENTORY AND HIKE DESCRIPTIONS
A. Inventory
A list of all the Club’s equipment will be included with this document
An inventory of the Club’s equipment will be completed once a year by the Trail Master(s).
Snowshoes are only to be loaned out on a short term basis of two (2) weeks, or based on extenuating circumstances to be determined by the Trail Master(s).
Snowshoes will be inspected at the time of the loan period and must be returned in the same state, or repaired at the borrower’s expense. This is to be understood at the time of signing out the snowshoes.
B. Hiking Trails
Level 1 Leisure/Senior
Well defined trails/roads, gentle inclines.
Hiking boots not required
Appropriate sturdy footwear required
Beginner/senior friendly
Less than 5 km or a set time limit
Level 2 Easy
Generally on trail
May be hilly, with light bushwhacking, some rough spots or obstacles
Appropriate sturdy footwear required.
Between 5 and 8 km
Level 3 Intermediate
Moderate terrain
One or more of bushwhacking, steep sections, long climbs and descents,
beaver dams or other obstacles, rock scrambling
Appropriate sturdy footwear required
Experience and a high level of fitness essential
Greater than 8 km
Special, more challenging hikes will be posted on the Blog at least one
week prior to the hike
BY-LAW #10 – AMENDMENTS TO THE CONSTITUTION AND BY-LAWS
A. This Constitution and By-Laws may be altered, amended and repealed and a new
Constitution and By-Laws be adopted at the Annual General Meeting of the
Club.
B. Notification of proposed changes must be given to the Members at least one
month in advance of the Annual General Meeting at which the proposed changes
will be voted upon.
C. Members unable to attend the Annual General Meeting may vote by Proxy.
D. The requirement of passage of any resolution at the Annual General Meeting
shall be by quorum, with quorum defined as those members who attend the
meeting.
E. The By-Laws will be reviewed at least once every four (4) years.
