DENMAN ISLAND RESIDENTS ASSOCIATION CONSTITUTION
Article
1. The name of the Association shall be the Denman Island Residents Association.
2. The objectives of the Association shall be to consider and further the interests and general welfare of the residents of Denman Island B.C.
3. The operations of this Association shall be carried out primarily on Denman Island. This clause is alterable.
4. Termination. In the event of the dissolution or winding-up of the Association, any assets remaining after payment of all debts and obligations shall be distributed to a society with similar purposes operating for the interests or benefit of Denman Island, or to a suitable level of local government. This clause is unalterable.
- The Association shall have no purpose of gain for its members, and any profits or other accretions to the Association shall be used for promoting its purposes. This clause is unalterable.
BYLAWS OF THE DENMAN ISLAND RESIDENTS ASSOCIATION
Article
1 MEMBERSHIP
1.1 All persons eighteen years or over with a mailing address on Denman Island
are eligible for membership in the association after three months residency
on the island. All persons eighteen years or over are eligible for membership
in the association three months after acquiring title to land on Denman
Island.
1.2 Annual dues for membership shall be in lawful money for Canada as may be
established by the Board and passed at the AGM and payable prior to each
Annual General Meeting.
1.3 Every member shall uphold the Constitution and comply with these Bylaws.
1.4 A new member may not cast a vote until six weeks after payment of mem-
bership dues.
1.5 A member shall cease to be in good standing if the annual dues are not paid
within 90 days of the Annual General Meeting. (as amended March 2007)
1.6 A person shall cease to be a member of the association by delivering his or her resignation in writing to the secretary of the association or by mailing it to the association.
2. MEETINGS
2.1 There shall be a minimum of ten meetings per year at such a time as shall
be determined by the membership. The Annual General Meeting shall be
held on Denman Island B.C. in April. All members shall be notified not less
the 14 (fourteen) days prior to the Annual General Meeting by public
advertisement.
2.1.1 All regular meetings of the Denman Island Residents Association shall be
held on the second Monday of the month from September though June, un-
less the meeting date falls on a public holiday when the meeting will be held
on the third Monday of the month. (as amended Nov 2006)
2.2 Changes or additions to the constitution and bylaws may be ratified at any
general meeting of the members subject to the conditions in Article 6.1.
2.3 A quorum at any general meeting shall be 10% of the membership.
However, a quorum shall never be less then 3 (three) persons.
2.4 Determination of membership attending a meeting shall be by:
· Roll call of the chairperson, or
· Roll call by resolution from the floor.
2.5 At all meetings of the Association any member may request by resolution the
determination of any issue by secret ballot.
2.6 A nominating committee shall be appointed by the Board of Directors at
least 30 days prior to each Annual General Meeting.
2.7 Nominators of absent candidates must present a letter signed by the
candidate giving permission for his or her name to stand for election.
2.8 A member is entitled to one vote when present at a meeting. No proxy
voting is allowed.
2.9 All meetings of the Association shall be conducted in accordance with Henry
M. Roberts “Rules of Order” 75th edition. A request for a greater majority
Then 50 percent plus one for a specific issue may be raised as a point of
order.
2.10 New business and motions shall not be introduced beyond 10:00 pm except
following a vote to continue passed by 75% of those attending.
2.11 A Special Meeting of the Association must be called within 21 days when
requested by:
· A majority of the Board of Directors, or
· A letter signed by not less then 10% of the members
and only those items listed in the request shall be discussed at the Special
Meeting and at least fourteen (14) days notice shall be given to all members
by mail.
3 DIRECTORS AND OFFICERS
3.1 The Board of Directors of the Association shall be:
· President
· Vice-President
· Secretary
· Treasurer
· And Four (4) additional Directors.
3.2 The President, Vice-President, Treasurer, and Secretary and Directors
shall serve two-year terms such that only one half are changed each year.
3.3 In the case of the resignation of a member of the Board of Directors the
Board shall fill the vacancy by appointment for the remaining term of
office. In the case of two or more resignations, a Special Meeting of the
Association shall be held.
3.4 The members may by special resolution remove a Director before the
expiration of his or her term of office and may elect a successor to
complete the term of office. The procedure for the special resolution shall
be as outlined in Article 6.1 of the bylaws.
3.5 Directors shall not receive financial remuneration for their duties as
Directors, except for remuneration for out-of-pocket expenses associated
With their duties.
4 DUTIES OF DIRECTORS AND OFFICERS
4.1 Meetings of the Board of Directors shall be called by the President or by
any three Directors.
4.2 The Board of Directors shall be responsible for:
· The management of the affairs of the Association
· The appointment of such committees as they deem necessary
· The carrying out of directions given by resolution at any meeting
of the Association.
4.3 The President shall preside at all meetings of the Association and the Board
of Directors and will be an ex-officio members of all committees except
nomination and election committees. Except in the nomination and election
of officers, and in the event of a tie, the President shall not vote.
4.4 The Vice-President shall, in the absence of the President, assume the
responsibilities of the President.
4.5 The Secretary shall:
· Keep minutes of the meetings of the general membership and the Board of Directors
· Have custody of all records, correspondence, and other documents of the Association except those required to be kept by the Treasurer
· Issue notices of meetings of the Association when required.
4.6 An alternative Secretary shall be appointed by the Board of Directors who,
in the absence of the Secretary, shall assume the duties of the office.
4.7 The treasurer shall keep a proper record of all transactions involving the
said funds and shall pay all accounts on approval of the signing officers.
4.8 The Board of Directors shall maintain a proper list of members and these
will be in the custody of the Secretary or Treasurer.
4.9 The financial signing officers of the Association shall be any two of the
President, Vice-President, Treasurer and Secretary.
4.10 The Board of Directors shall cause minutes to be made and books provided
for the purpose of recording the proceedings and resolutions of all meetings
of the Association and the Board of Directors.
4.11 All books and records of the Association may be inspected by any member at
the Annual General Meeting or upon 30 days written notice.
4.12 The Board of Directors shall not have financial borrowing powers unless so
authorized by a properly advertised Special Meeting with a 75% vote of
approval.
4.13 The seal of the Association shall be in the custody of the Secretary and its use
from time to time shall be determined by the Board of Directors.
4.14 The Board of Directors shall cause a true account to be kept of the assets and
liabilities of the Association
4.15 A balance sheet of all accounts of the Association prepared by the Treasurer
and signed by two of the Directors shall be presented at the Annual General
meeting.
5 COMMITTEES
5.1 The Board of Directors, with the approval of the membership, may create
and specify the duties of special committees as required to perform tasks or
studies required to further the work of the association.
5.2 The first order of business of any committee or sub-committee must be the
preparation of a clear statement of objectives and a mandate to be presented
in written form to the Board of Directors before the next regular meeting of
the Association.
5.3 Financial transaction undertaken by committees shall be made available to
the Treasurer of the Association.
5.4 No committee shall commit the Association to any expenditure without
Board approval.
5.5 A copy of correspondence using the Association letterhead under the
authorization of the Association must be given to the Directors.
5.6 Application for funds in the name of the Association must be approved by
the membership at a regular meeting
6 AMENDMENTS TO THE CONSTITUTION OR BYLAWS
6.1 The constitution and/or bylaws may be amended or rescinded by a special
resolution passed by a 75% majority vote of members present at any
General Meeting of the Association providing that at least 14 days prior to
the meeting, written notice of the proposed new bylaw, amendment or
recision shall be sent through the mail to each member or made know to
members by public advertisement.
_____________________ _____________________
President, Sally Pay Secretary, Denise MacKean
Dated at Denman Island, B.C. this thirteenth day of April, 1998
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