CONSTITUTION
&
BYLAWS
CONSTITUTION Page 1
BYLAWS
1.0 Interpretation Page 2
.01 Headings
.02 Definitions
2.0 Membership Page 3
.01 Eligibility (with voting Rights)
.02 Eligibility (with No Voting Rights)
.03 Membership Card
.04 Acceptance
.05 Special Class of Membership
.06 Termination of Membership
.07 Withdrawal Page 4
3.0 Dues Page 4
4.0 Organization Page 4
.01 Function and Authority
.02 Composition of Board
.03 Board of Directors Page 5
.04 Terms of Directorship Page 6
.05 Disqualification
.06 Vacancies Page 7
.07 Committees Page 7
5.0 Nominations and Elections Page 8
6.0 Meetings Page 9
.01 General Meetings
.02 Board of Directors Meetings Page 10
7.0 Finances Page 10
8.0 Annual Budget Page 11
9.0 Voting Rights Page 12
10.0 Oath of Office Page 12
11.0 Seal
12.0 Amendments
CONSTITUTION
FOR
SECHELT SENIORS ACTIVITY CENTRE SOCIETY
#1 The name of the Society is:
"SECHELT SENIORS ACTIVITY CENTRE SOCIETY"
#2 The purpose of the Society is as follows:
(1) To stimulate the continuing public interest in the welfare of this
Society
(2) To protect the rights and interests of all Seniors.
(3) To provide an Activity centre for Seniors but not to operate only
as a Social Club.
.
#3 That the Society shall be governed by the principles of democracy and
shall be non-partisan, non racial and non denominational. This clause
is unalterable.
#4 In the event of the dissolution of this Society, all the assets of this Society
shall be disbursed to registered Seniors Organizations within the District of Sechelt. This provision is unalterable.
#5 The Society shall insure that its purpose is not for monetary gain
of its Members and that any profits or accumulations thereof will be
used for promoting its objectives. This provision shall be unalterable
BYLAWS
of the
SECHELT SENIORS ACTIVITY CENTRE SOCIETY
1.0 INTERPRETATION:
.01 HEADINGS: The headings contained in these Bylaws are for the convenience of reference only and shall not in any way affect construction of these Bylaws.
.02 DEFINITIONS: (in these Bylaws)
"Board" means Board of Directors
"Society" means Sechelt Seniors Activity Centre Society
"Director" or "Directors" means a Director of or the Board of Directors of the Society
"Executive" means the Executive Officers of the Society (who will also be the Directors)
"Member" means a paid up Member of the Society, who in the Board's onsideration, is in good standing
“Life Member” means a paid up Member of the Society who in the Board’s consideration , has performed extraordinary Community Service or Extraordinary Service to the Society, and is in good standing.
"Officer" or "Officers" means an Officer of or the officers of the Society.
"Person" includes a natural person, a body corporate, a partnership, or a Society.
"Special General Meeting" means a meeting of the Members of the Society for which Fourteen (14) days notice has been given by writing to each member at their residential address to each Member, specifying the purpose of the meeting and setting forth the contents of any proposed resolution.
“Special Resolution" means a resolution passed at any General Meeting by a majority of seventy-five (75) percent of the Members present.
Words designating the singular include the plural and vice-versa, and words designating a male person include a female person.
2.0 Membership:
.01 ELIGIBILITY: (WITH VOTING RIGHTS)
Every reputable person who is 50 (fifty) years of age or older, and who agrees to support the aims of the Society, may become a member. Each member shall have One (1) vote, which shall be by show of hand, current Membership card or ballot but not by proxy.
.02 ELIGIBILITY: (WITH NO VOTING RIGHTS)
a)Persons who are under the age of fifty (50) years and who support the aims of the Society may become “NON-VOTING” members.
b)The Society may NOT operate with a majority of non-voting members.
.03 MEMBERSHIP CARD
Every member shall be provided with a Membership Card, numbered and signed by the Secretary of the Society.
.04 ACCEPTANCE:
Application for membership shall be accepted upon payment of the annual membership due at which time a membership card shall be issued which will be identification for voting purposes. Membership may be refused, and reasons shallbe supplied to Applicant.
Every member shall uphold the constitution and comply with these bylaws.
.05 SPECIAL CLASS OF MEMBERSHIP:
In recognition of the historic relationship between this Society and the Sechelt Square Dance Organization, the Square Dance Organization will be permitted to use the Society facilities as an outside organization provided each of their members pay the same annual membership dues and user fees paid by Society Members.
.O6 TERMINATION OF MEMBERSHIP:
Membership in the Society shall be terminated and the rights and privileges of membership cancelled and forfeited for the following reasons:
a) Where a member is delinquent in paying annual membership dues or user fees and the Directors have resolved to terminate the membership of that member, save upon payment of all arrears the member shall be automatically reinstated as an active member of the Society.
b) Where a member’s conduct is not in keeping with the acceptance of the Directors.
c.) Where a member becomes deceased.
TERMINATION OF MEMBERSHIP cont...
(d)A member may be expelled from membership by a vote of two-thirds (2/3) of the Directors present at a meeting, where five (5) days notice has been given to Directors and at which meeting no less than sixty (60) percent in number of Directors are present . Application for membership may be refused, stating reason. Membership may be cancelled by the Executive for just and sufficient cause.
.07 WITHDRAWAL:
A member may withdraw from Membership in the Society by giving 10 (ten)
days notice in writing and upon discharging all liabilities of the Member to the
Society. A Member who withdraws after the annual membership dues are paid shall not be entitled to a refund.
3.0 DUES:
a) Annual membership dues shall be payable by each Member , except
Life Members. The Directors shall determine the annual membership dues
payable and any increase as needed with the approval of the membership.
b) Dues shall be determined and payable for the period from January 1st to
December 31st inclusive, unless the Membership sees fit to amend these dates.
c) A Member who fails to pay dues as set above, shall cease to be in good standing.
4.0 ORGANIZATION:
.01 FUNCTION AND AUTHORITY:
The operation of the Society, the direction of its affairs and control of its property shall be vested in the Board of Directors.
.02 COMPOSITION OF BOARD:
The Board shall be composed of a maximum of six (6) Executive Members and six (6) Directors, each of which shall be attained by election, succession or appointment, and shall have designated responsibilities in addition to the normal expected responsibilities of the Directorship. Designated responsibilities may vary based on the particular expertise of an incumbent Board Member. The Board, their titles,and their method of attainment are as follows:
.03 BOARD OF DIRECTORS:
a) PAST PRESIDENT, who shall succeed from President, and shall be Chair-person of the Nominating Committee.
b) PRESIDENT, who shall, unless vetoed by the Nominating Committee or defeated by election, succeed from First Vice President, and who shall preside at all meetings of the Society and the Board of Directors.
c) FIRST VICE-PRESIDENT, who shall be elected, and shall preside over meetings where the President is unable to do so and shall be chairperson of the Financial Advisory Committee.
d) SECOND VICE-PRESIDENT, who shall be elected, and who shall assist the President with those responsibilities as assigned by the President.
e) TREASURER, who shall be elected and shall supervise the finances of the Society, shall present financial Members, Committees or others, must be turned over to the Treasurer.
f) SECRETARY, who shall be elected and who shall be responsible for all records, ensuring all documents are sent for safe keeping to the Registered Office of the Society, recording or having recorded all minutes of Board Meetings, General and Annual General Meetings, ensuring all returns, and filings are made for the Society, and issue notice of meetings.
The following responsibilities shall be assigned to a Director or Chair person dependant on the suitability of elected Directors and available Volunteers.
g) WAYS AND MEANS, who shall be required to Chair a group of persons who shall be responsible for fund raising activities of the Society and who shall report to the Board of Directors.
h) LEGISLATIVE/POLICY , who shall be responsible for updating and Bylaws, setting out policies for the overall Society, its Members functions, insurance and other such matters which fall within these categories and who will
report to the Board of Directors.
i) MAINTENANCE , who shall be responsible for the maintenance of all property owned or rented, for the upkeep of such property/ies, janitorial and other services. May also appoint others to assist as needed and who will report to the Board of Directors.
j) MEMBERSHIP , who shall be responsible for maintaining and adding to the Membership of the Society, by promoting the Society, contacting prospective persons, handling and updating membership lists, issuing membership cards and other activities in line with the mandate and as prescribed by the Board from time to time and who shall report to the Board of Directors.
.
k) PUBLICITYand PUBLIC RELATIONS , who shall be responsible for all publicity and public relations pertaining to the Society and who shall report to the Board of Directors.
l) RENTAL, who shall be responsible for all rental functions pertaining to the Society and who shall report to the Board of Directors..
The President or a Vice President shall assist as an ex-officio on all Committees established.
.04 TERMS OF DIRECTORSHIP
a) The term of all incoming Executive Officers and Directors shall commence on January 1st of each year and shall continue until the end of the term for which they are elected or until their successors take office, whichever event shall occur first.
b) A person shall not be eligible for re-nomination or re-election to a Directorship after serving as a Director for four (4) consecutive years. President, 1st and 2nd Vice Presidents shall not hold the term for more than two(2) years in succession. Previous individual Members of the Board of Directors may be nominated for re-election following one (1) intervening year after retirement.
c) Directors absent from three (3) consecutive Executive Board Meetings in one (1) year, unless a satisfactory reason has been accepted by a majority of the remaining Directors, shall be considered to have resigned from their office, save the Board may reinstate such a Member by a majority vote conducted by secret ballot.
d) Members may by Special Resolution, remove Officers or Directors from office.
.05 DISQUALIFICATION
No person is qualified to become or continue as a Director who is:
a) under the age of Fifty (50) years.
b) found by a court to be incapable of managing their own affairs by reason of mental infirmity or physical inability.
.06 VACANCIES
Vacancies occuring during a term of office, due to resignation, death, or other inability to continue in office, shall cause the Board to appoint a Director for the remaining term of office. If at this time, there are three (3) months or less remaining until the end of the present fiscal year, such appointment may not be required.
.07 COMMITTEES
There shall be no subsidiary organization of the Society at any time. Except as provided under section 2.05.
a) Nominating Committee: Past President shall be the Chairperson together with two (2) other members.
b) Financial Advisory Committee: Chairperson shall be the 1st Vice President. Members shall include President, Treasurer and one other member named by the Chairperson.
c) Membership Committee: Director/Chairperson, and other Members as appointed by the Chairperson.
d) Publicity and Public Relations Committee: Director/ Chairperson and one or more Members as appointed by the Chairperson.
e) Maintenance Committee: Director/ Chairperson and other appointed members of the Society shall be responsible for the maintenance and upkeep of all property owned or rented and supervise janitorial and other services.
f) Ways and Means Committee: Director/Chairperson with as many Members as are required to supervise, assist, promote events and activities that are in the interest of the Society.
g) Legislative/Policy Committee: Director/Chairperson with as many Members as required for the duties to be performed, which include updating and enforcing By-Laws under the Society Act of B.C., and ensuring conformance with Federal, Provincial, Municipal and this Society’s By-Laws. Shall establish policies that are in the interest of the Society. Shall see that proper insurance coverage is maintained and that the Society conforms to the insurance policy conditions.
h) Rental Committee: Director;/Chairperson and other Members as required for the purpose of setting up and handling all arrangements for such meetings as from time to time, shall be called by the Board or Members or for arrangements for those using the facilities of the Society’s property/ies.
i) BUS COMMITTEE: Director/Chairperson, for the purpose of arranging trips for the benefit of Members of the Society.
j) Other Ad Hoc Committees: As shall be struck by the Board from time to time, all of whom shall have a Director/Chairperson and the Board will designate powers and responsibilities, which will be in force until the Committee has completed it’s task or until the next Annual General Meeting, whichever shall occur first and whose Director/Chairperson, shall report to the Board on the actions of such Committee/s. The Committee/s shall be reinstated at the pleasure of a new Board and President.
It shall be the duty of the Director/Chairperson of each Committee to take charge of all business referred to him/her by the Board to carefully and industriously investigate the various subjects assigned to him/her and to regularly report to the Board as requested from time to time. A written or other form of report shall be made available to the Board. No Committee report or result thereof shall be released in advance of it’s delivery to the Board.
The President or a Vice President shall be ex-officio Member of all Committees.
5.0 NOMINATIONS AND ELECTIONS
a) The Annual Election of Directors from the Membership shall be held at the General Meeting of the Society, in November of each year.
b) Commencing in October of each year the Past President shall activate the Nominating Committee, which shall solicit from the active Membership of the Society, persons to fill Directorships that become vacant or whose term ends on December 31st, of that year.
c) Any member who is over the age of Fifty (50) years and who has been a member for twelve (12) months or more is eligible to hold office in the Society.
d)The Membership shall be advised of the names submitted by the Nominating Committee at the November General Meeting.
e) The Board shall appoint an Election Committee of not less than three or more than five Members, who shall be responsible for the proper conduct of Elections and shall be in complete charge of such procedures during the Election.
f) Nominations may be made from the floor. In the case of a Member being nominated, who is not present at the meeting the Member making the nomination must have a signed written acceptance of the nominee, to present to the meeting.
g) In the event that no further nominations are received from the Members, the Election Committee shall declare the election of nominees by acclamation.
h) If ballots are required the Board shall have previously identified scrutineers who shall distribute, collect and tally ballots and report to the Election Committee, who will announce the results to the Membership.
i) In the event of a tie vote, a second ballot will be distributed.
6.0 MEETINGS:
.01 GENERAL MEETINGS
a) The Annual General Meeting of the Society shall be held in January of each year following the end of the fiscal year at December 31st and allowing retiring Chairpersons and Directors to submit their reports along with the Treasurer’s financial statement.
b) The Society shall hold General Meetings on the third Thursday of each month with the exception of July and August, when no meetings are held.
c) Upon request of the Board or ten percent of the Membership in good standing, a Special General Meeting, may be called, giving a minimum of fourteen (14) days notice in compliance with .02 “Definitions ,“ except where the Board deems it an emergency.
d) Where any points of law are not covered by these Bylaws or the Society Act, Robert’s Rules of Order shall apply.
e) Quorum requirements would be satisfied with a minimum of 36 paid-up members in attendance..
f) Procedures: in accordance with Robert’s Rules of Order. Business will include and be handled as follows: Call to Order: Minutes of last meeting: and Executive Recommendations: Business Arising: Correspondence: Treasurer’s
report: Committee reports: Old Business: New Business: Adjourn: Socialization period.
.02 BOARD OF DIRECTORS MEETINGS: