Bylaws

BYLAWS

Bylaws (as passed 6/23/98)ARTICLE I: NAME
ARTICLE II: BOUNDARIES
ARTICLE III: SPECIAL RESOLUTIONS
ARTICLE IV: MEMBERSHIP
ARTICLE V: MEETINGS
ARTICLE VI: QUORUM
ARTICLE VII: VOTING
ARTICLE VIII: AUDIT AND INSPECTION OF RECORDS
ARTICLE IX: BOARD OF DIRECTORS
ARTICLE X: EXECUTIVE COMMITTEE
ARTICLE XI: STANDING COMMITTEES
ARTICLE XII: AD HOC COMMITTEES
ARTICLE XIII: TERMS OF OFFICE OF DIRECTORS
ARTICLE XIV: TERMINATION
ARTICLE XV: VACANCIES
ARTICLE XVI: REMUNERATION
ARTICLE XVII: FINANCIAL
ARTICLE XVIII: AMENDMENTS TO THE BYLAWS
ARTICLE XIX: DISSOLUTION
ARTICLE XX: ADMINISTRATION
ARTICLE XXI: FEDERATION MEMBERSHIP

ARTICLE I: NAME

The legal name of the organization shall be the Grovenor Community League, hereinafter referred to as “the League.”

The League shall mean that portion of the City of Edmonton more particularly described as follows: bounded on the north by 107 Avenue, on the south by Ravine Drive, on the east by 142 Street, and on the west by 149 Street.

A Special Resolution, as defined in the Societies Act (Alberta), shall be required for all Bylaw revisions and alterations to the Objectives and with respect to borrowing, raising or securing the payment of money, or issuing debentures.
All Special Resolutions shall require a vote of three-quarters (3/4) majority (of members in good standing), in person and not by proxy or otherwise.
Notice of Special Resolutions shall be given by delivery, mail or newsletter to all members, at least 21 days in advance, along with Notice of the Meeting at which the Special Resolution shall be voted upon and shall include a specific reference to the item(s) to be dealt with.
Every Special Resolution of the League shall be filed with the Registrar, as defined in the Act (Alberta).

Any person residing or owning real property or any business located within the stated boundaries, may be a member upon payment of a membership fee. Non-voting membership may be sold to someone residing outside the league boundaries at the discretion of the board.
Membership categories and fees shall be determined annually by the Board of Directors.
Membership year is from September 1 to August 31.
Honourary membership may be conferred upon any person by any general meeting of the League.
Any member of the League may be removed from membership by Resolution of the Board of Directors for any just cause, provided such member is given the opportunity to have a proper hearing prior to the consideration of the Resolution.
All members are admitted only on the condition of submissions to the bylaws and rules of the League.

At least 21 day’s advance notice in writing shall be given to each member of the League by delivery, mail or newsletter for all Annual General Meetings, General Meetings and Special General Meetings (hereinafter referred to as simply “Annual,” “General” and “Special” Meetings).
The Annual Meeting of the League shall be held within three months of the fiscal year end.
General Meetings shall be held as determined by the Board of Directors.
Special Meetings may be called at the discretion of the President and must be called upon receipt by the President of a written request for such a meeting signed by 8 members of the League. Any call for a Special Meeting must include specific reference to the item(s) to be dealt with.
The accidental omission to give notice of any Annual, General, or Special Meeting to any member shall not invalidate the proceedings of any such meeting.
The Board of Directors shall meet on a monthly basis.
The President shall, upon receipt of a written request by at least four members of the Board of Directors, call an Emergency Meeting of the Board of Directors to be held within 7 days of the request. At least 3 days’ notice in writing or by telephone shall be given for any Emergency Meeting of the Board of Directors. Any call for an Emergency Meeting of the Board of Directors must include specific reference to the item(s) to be dealt with. The above time periods shall be shortened as required in the case of an extreme emergency.
All Committee Meetings shall be held as required and shall be called at the discretion of the Chairman of the committee.

A quorum for all Annual, General, or Special Meetings shall be 8 members in addition to the quorum of the board.
A quorum for any Board of Directors’ Meeting shall be 5 members of the Board, of which a minimum of 2 must be Executive Officers.
A quorum for all Meetings of appointed committees shall be 50% of the members of the committee plus the Chairman of the committee (or his nominee).
If a quorum is not present at any meeting, then a second meeting shall be called for the purpose of passing a specific motion(s) a week later. In the interim, every effort must be made to inform Directors and members of the meeting and encourage their attendance. If there is still not a quorum at this second meeting, then the number of people in attendance shall be considered a quorum.

Any member eighteen (18) years of age or older in good standing (holding a valid, current membership) is entitled to vote at all Annual, General, or Special Meetings.
Each member, including the President (or Chairperson as the case may be), shall have one vote only and must vote personally and not by proxy or otherwise.
General members may attend Board of Directors’ Meetings but are not permitted to vote.
Eligibility for voting at committee meetings shall be limited to current valid voting committee members.
In the event of a tie vote, the motion is deemed defeated.
A show of hands is adequate for most voting, except for elections and any called issues. In these instances a secret ballot shall be conducted.
Unless a poll is determined by the chairperson or by three or more members present, a declaration by the chairperson that a resolution has been carried, or carried by a particular majority, or not carried as the case may be, an entry to that effect in the minutes shall constitute conclusive evidence of the fact, without need or recourse to the number or portion of the votes recorded in favour or against such a resolution.

The books, accounts, and records of the Treasurer shall be audited at least once per year by a duly qualified accountant. A complete and proper statement of the standing of the books for the previous year shall be submitted by the auditor at the Annual Meeting.
The books and records may be inspected by any member at the Annual Meeting, or at any time upon providing 5 days notice and arranging a time satisfactory to the Director in charge of the records. Each member of the Board of Directors shall at all times have access to such books and records.

All Directors must hold current voting membership within the League and conform to all other qualifications of membership.
The Board of Directors, and their respective duties, are as follows:

President

The President shall:

Preside at all meetings;
Be an ex officio members of all committees, except the Nominating Committee;
Be charged with the general supervision of all the activities of the League;
If the Vice President is unavailable, nominate a Director who is willing to serve and stand in for or replace the President as circumstances require;
Represent the League at EFCL meetings.

Vice President

The Vice President shall:

Preside at any meeting the President is absent from;
Assume any duties from the President as required;
Serve and stand in for or replace the President as circumstances require.

Secretary

The Secretary shall:

Be responsible for the recording, distribution and care of minutes, agendas for meetings and other records as required.

Treasurer

The Treasurer shall:

Be responsible for all financial records of the League;
Be responsible, on behalf or in the name of the League, for all monies collected or otherwise received, issuing duplicate receipts when required, making payments of all accounts when properly approved and maintaining proper record of all accounts, recipts and vouchers and depositing funds to the League’s bank accounts;
Report the financial statement at every Board of Directors’ and General Meetings;
Present to the Annual General Meeting an audited statement of the financial affairs for the preceding fiscal year;
Recommend, in conjunction with the Executive Committee, an Annual Budget to the Board of Directors, if required.

Social Director

The Social Director shall:

Be responsible for all matters pertaining to social events, including pub nights, seasonal festivals, and so on.

Sports Director(s)

The Sports Director(s) shall:

Be responsible for all matters pertaining to said Director of sports, including registration and organization of participants.

Program Director

The Program Director shall:

Be responsible for all programs as determined by the League.

Membership Director

The Membership Director shall:

Be responsible for the organization, timing and completion of the annual membership drive;
Record and maintain membership lists and other records pertaining to membership;
Be available as required to sell memberships;
Provide membership list to the Executive within 60 days of the new membership year.

Facilities Director(s)

The Facilities Director(s) shall:

Be responsible for facility rentals and maintenance.

Newsletter Director

The Newsletter Director shall:

Be responsible for the editing and production of the Community League’s newsletter as specified by the Board;
Be responsible for soliciting submissions and advertising for inclusion in the newsletter from members and the community;
Be responsible for distribution of the newsletter as specified by the Board.

Neighbourhood Watch/Block Parent Director(s)

The Neighbourhood Watch/Block Parent Director(s) shall:

Liaise with police services and other safety and crime prevention organizations;
Be responsible for all matters pertaining to Neighbourhood Watch, Block Parents, or safety and security concerns.

Directors at Large

Directors at Large shall:

Assume ad hoc duties at the discretion of the Board.