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Society Bylaws 

Amended August 2014

 

1. Membership

    1.1 Residents of the Senator Buchanan Neighbourhood, (boundaries are from 13th Street North West to the Coulees, Crowsnest Trail North to             9th Ave North) shall be eligible for membership in the Association. See appendix 1

    1.2 Residents of the Senator Buchanan Neighbourhood, 18 years old or older, shall be eligible for voting membership in the Association.

              1.2.1 Resident is defined as the residing registered owner of a home, or the occupant.

              1.2.2 Only one voting membership is allowed per household

    1.3 Members must subscribe to the objectives of the Senator Buchanan Neighbourhood          

    1.4 Application for membership will be complete upon payment of the annual or lifetime fee to the Treasurer.

               1.4.1 Any member, three (3) months in arrears for fees or assessments, will be removed from membership in the Association.    

    1.5 Only members in good standing, may enjoy voting privileges and may be officers of the Association.  

               1.5.1 No more than one member of a household is allowed to hold office at a time

     1.6 The Board will establish membership fees from time to time as it sees fit, by the majority vote of the board.           

     1.7 Any member wishing to withdraw from membership may do so upon notice in writing to the Secretary.

     1.8 Any member of the Association, may, upon a majority vote of all members in attendance at the Annual General Meeting or a Special                        Meeting of the Association,be expelled from membership in the Association, for any cause which the Association may deem reasonable.

 

2. President and Vice President

      2.1  The president shall be an ex-officio member of all committees

                2.1.1 He/She shall, when present, preside at all meetings of the Association and of the Board.

                2.1.2 In his/her absence the Vice President shall preside at any such meeting

                2.1.3 In the absence of both, a Chairperson may be elected at the meetings to preside

      2.2 The president shall have a term of office of two years and be elected on even calendar years

      2.3 The Vice President shall have a term of office of two years and be elected on odd calendar years.

 

3. Board of Directors

      3.1 Board of Directors or the Board shall mean the Board of Directors of the Association and will consist of the President, Vice President,                     Secretary, Treasurer, Past President and up to Eight (8) Members at  large.

               3.1.1 No member may be considered or nominated to the executive position of President, Vice-President, Secretary or Treasurer until                             they have completed a minimum of one year as a Board Member.

      3.2 The Board shall be subject to the bylaws or directions given it by the majority vote at any meeting properly called and constituted. 

      3.3 The Board shall have full control and management of the affairs of the Association

      3.4 The Board shall meet as often as necessary but at least every three months.

      3.5 The President shall call meetings of the Board.

      3.6 A “Special Meeting of the Board” may be called at the request of any two (2) members provided they request the President in writing to call             such a meeting and state the business to be brought before the meeting.

      3.7 Meetings of the Board shall be called with ten (10) days notice, by a motion at a Board meeting, by written notice mailed to each member               or by three days notice by fax, email, or telephone.

       3.8 Any seven (7) members shall constitute a quorum.

       3.9 Meetings shall be held without notice if a quorum of the Board is present, provided however, that any business transactions at such                        meetings shall be ratified at the next regularly called  meeting of the Board, otherwise they shall be null and void.

      3.10 Directors serve a term of office of one (1) year. A person appointed or elected a Director becomes a director if they are present at the                     meeting when being appointed or elected, and do not refuse the appointment.  They may also becomea director if they were not present                 at the meeting  but consented in writing to act as a director before the appointment or election, or within ten (10) days after                                       the appointment or election or if they acted as a director pursuant to the appointment  or election.

      3.11 Any director or officer, upon majority vote of all members in good standing who are in attendance at an Annual General Meeting or a                       Special Meeting of the Association, may be removed from Office for any cause which the association may deem reasonable.

      3.12 A Board member may be removed from office if they miss three consecutive meetings without  just cause.

 

4. Secretary

       4.1 It shall be the duty of the secretary to attend all meetings of the Association and of the Board, and to keep accurate minutes of the same

       4.2 He/She shall have charge of the Seal of the Association, which, whenever used shall be authenticated by the signature of the Secretary                  and the President, or in  the   case of the death or inability of either to act, by the Vice President.

       4.3 In case of the absence of the Secretary, such officer as may be appointed shall discharge His/her duties.

       4.4 The Secretary shall have charge of all the correspondence of the Association and be under the direction of the President and the Board.

       4.5 The Secretary shall keep a record of all the members of the Association and their addresses and provide notice of the various meetings as              required.

       4.6 The Secretary shall also collect and receive all dues or assessments levied by the Association such monies shall be promptly turned over               to the Treasurer for deposit in a  Bank, Trust Company, Credit Union or Treasury Branch account as required.

       4.7 The Secretary shall have a term of office of two (2) years and be elected on odd numbered calendar years.

       4.8 Upon leaving the office, the Secretary will ensure that all records ad files of the Association are turned over to the President.

 

5. Treasurer  

       5.1 The Treasurer shall receive all monies paid to the  association and be responsible for the deposit of same in whatever Bank, Trust                          Company, Credit Union or Treasury Branch the Board my order.

       5.2 He/She shall properly account for the funds of the Association and keep such books as may be directed by the Board.

                5.2.1  He/She shall present a full detailed account of receipts and disbursements to the Board whenever requested

                5.2.2 He/She shall prepare for submission to the Annual General Meeting a statement, duly audited, of the financial position of the                                    Association and submit a copy of the same to the Secretary for the records of the Association.

       5.3 One person may fill the office of the Secretary and Treasurer if, at any Annual General Meeting, a majority of the members present so                   decide.

       5.4 The Treasurer, with the assistance of the Secretary is responsible for the annual filing of the Financial report, renewal application and                      other reports as required under the Societies Act to Alberta Registries.

       5.5 The Treasurer shall have a term of office of two (2) years and be elected on even calendar years. Upon leaving the office, the Treasurer                  will ensure that all records and files of the Association are turned over to the president.

 

6. Auditing

        6.1 The books, accounts and records of the Secretary and Treasurer shall be audited at least once a year by a duly qualified accountant or by               two (2) members of the Association elected for that purpose at the Annual General Meeting. A complete and proper statement of the                       books for the previous year shall be submitted by such auditor at the First Meeting of the Association following the Annual General                           meeting and made available to all members of the Association.

        6.2 The fiscal year end of the Association in each year shall be June 30.

        6.3 The books and records of the Association may be inspected by any member of the  Association at the  Annual General Meeting or at any                time upon giving reasonable notice and arranging a time satisfactory to the officer or officers having charge of same.

                 6.3.1Each member of the Board shall, at all times, have access to such books and records.

 

7. Meetings

       Annual General Meeting

        7.1 The Association shall hold an Annual General Meeting on or before October 31 in each year.

                 7.1.1 Notice of the Annual General Meeting shall be given fourteen (14) days prior to the meeting by written notice (Email) or                                             public notice.

        Special Meeting of the Association

        7.2 A special meeting of the Association must be called by the President or the Secretary upon the receipt of a petition signed by one third of               the members in good standing.

                  7.2.1 The petition must set forth the reason(s) for calling such a meeting

                  7.2.2 Notice of a special meeting of the Association we be made eight (8) days prior to the date of the meeting by written notice (email)                            or public notice.

                  7.2.3 The minimum number of people needed (quorum) to carry on business at a special meeting of the Association is Seven (7)                                      members in good standing.

         General meetings of the Association

         7.3 The Secretary, upon the written (or verbal) instruction of the President or the Board may call a General Meeting of the Association at any                 time

                   7.3.1 Notice of a General Meeting of the Association shall be give fourteen (14) days prior to the meeting by written notice (email) or                                 public Notice

                   7.3.2 The minimum number of people (quorum) needed to carry on business at a General Meeting of the Association is Seven                                         (7) members in good standing

 

8. Election of Board Members

          8.1 At the Annual General Meeting there shall be elected a President, Vice  President, Secretary, Treasurer, or Directors as required. These                 officers elected shall form the Board and shall serve until their successors are elected and installed.

          8.2 Any vacancy on the Board occurring during the year shall be filled at the next Board Meeting, provided it is so stated in the notice calling                 the meeting

          8.3 Any member in good standing shall be eligible to be elected to the office of Director

 

9. Voting

          9.1 Any member holding a voting membership and in good standing shall have right to vote

          9.2 Such votes must be made in person and not by proxy or otherwise

          9.3 A majority vote will be successful with a vote of 50% plus 1, of the members in attendance.

 

10. Remuneration

          10.1 Unless authorized by a majority vote at an annual General Meeting, no officer or

          member of the Association shall receive any remuneration for his or her services.

 

11. Any member of the Association who contravenes a bylaw of the association, may be fined an amount not to exceed $5.00.

 

12. The Association may not borrow funds.

 

13. Upon the dissolution of the Association, members of the Association may disband Association and give all assets to another registered society       upon a majority vote of the remaining members

 

14. These bylaws may be rescinded, altered or added to by a “Special Resolution” at any General Meeting of the Association.

 

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