September 26, 2016

Glenora Community League Bylaws

GLENORA COMMUNITY LEAGUE BY-LAWS   (April 13, 2012)

Article 1:         Name

The legal name of the organization will be "The Glenora Community League," hereinafter referred to as "the League".

Article 2:         Boundaries

The League is bounded on the north side by the centre line of 107th Avenue, on the south by the Saskatchewan River, on the east by Groat Road and on the west by the centre line of 142nd Street.

Article 3:         Definitions

3.1. The league shall have the following executive officers:

            1. President

            2. Vice-President

            3. Secretary

            4. Co-Treasurer (banking) and Co-Treasurer (financial statements)

            5. Immediate Past President


3.2 Board of Directors The League may have the following Directors:

a. Sports Director

b. Membership Co-Directors (2 members)

c. Communications Co-Directors (2 members)

d. Social Co-Directors  (2 members)

e.  Civics Director

f. Buildings and Grounds Director

g. Hall Rental Committee Director

h. Nominating Committee Director (2 members)

i. Glenora Pre-school Liaison Director

j. Glenora Indoor Playground Liaison Director

k. Director-At-Large

l. Director of such other committees as may be advisable or necessary

3.3 Special Resolution: A resolution at any meeting for which twenty-one (21) days notice has been provided, requiring a vote of three-quarters (3/4) majority of those voting. A Special Resolution will be required for all by-law revisions, significant financial matters outside the approved budget and over $50,000, policy issues or other major issue as specified in these by-laws or at the discretion of the Board of Directors.

Article 4:         Membership

4.1 Any resident within the stated boundaries will be a full member upon payment of the membership fee, provided he/she agrees with the objectives of the League. The League will have the following categories of membership, and voting privileges:

4.1.1 Family: Any group residing in one household, acting as a family unit, with one vote per household;

4.1.2 Senior: Any person, or couple, one of whom is over 65 years of age, with one vote per household;

4.1.3 Single: Any adult over the age of majority, with one vote per household;

4.1.4 Adult: Any couple residing in one household, with one vote per household; and

4.1.5 Honorary Life Membership: May be conferred upon anyone who has made significant, positive contribution to the League, with one vote per member. The decision for presenting candidates for life memberships to the membership will be at the discretion of the Board of Directors.

4.2 Any person residing outside the Glenora area may become a member upon payment of the required membership fee; however, the League shall not actively canvass outside the Glenora area for memberships.

4.3 All members will be admitted only on the condition of compliance with the by-laws and rules of the League.

4.4 Membership fees will be determined each year at the Annual General Meeting.

4.5 The membership year will be from September 1 to August 31 the following year.

4.6 Withdrawal or Termination from membership: Withdrawal will be by providing a letter to the Secretary of the League or by non-payment of annual fees. Termination of membership for just cause will be dealt with in the manner prescribed in Article 12.1.

Article 5:         Meetings

5.1 General Meetings

5.1.1 Notice: At least twenty-one (21) days notice of all Annual, General or Special General meetings will be advertised by one, or more, of the following: publication in the newsletter (distributed to all residences in the community), mail, e-mail, fax, through the newsletter, posted on the League sign or by telephone.

5.1.2 Quorum: A quorum for all Annual, General or Special General Meetings will be fifteen (15) members. If a quorum is not present at a meeting, then a second meeting

will be called for the purpose of passing a specific motion(s) a week later. During that time, the League will attempt to inform all Directors or members of the meeting to encourage their attendance. If at this second meeting no quorum emerges, then the number of people in attendance will constitute a quorum.

5.2 Annual General Meeting: The members shall hold an annual meeting at such place as may be designated from time to time by the officers, to receive the report of the officers for the preceding year, to elect the officers, and to transact such other business as may legally come before the meeting. The League will hold an annual General Meeting no less than thirty (30) days nor greater than eight (8) months after the financial year end for the presentation of the financial report and election of officers.

5.3 Special General Meetings may be called at the discretion of the President and must be called upon receipt by the President within twenty-one (21) days of receipt of a written request for such meeting signed by ten percent (10%) of the members of the League. Any call for a Special General Meeting must include specific reference to the item(s) under consideration.

5.4 Regular General Meetings would normally be held at six (6) month intervals between Annual General Meetings. Should the Board of Directors determine there is insufficient business to warrant a meeting, the Board of Directors may pass a motion not to hold the Regular General Meeting.

5.5 The Board of Directors shall hold monthly meetings at such dates as shall be fixed. If, in the opinion of the officers, it is proper, no meetings of the officers will be held during the months of July, August and December. If the officers deem that meetings will not be held in July, August or December, four (4) officers shall be appointed at the June or November meeting to make any necessary decisions on behalf of the League during these months.

5.5.1    Special Board Meeting: The President will, upon receipt of a written request signed by at least four (4) members of the Board of Directors, call a Special Meeting of the Board of Directors within twenty-one (21) days of receipt of the request. At least ten (10) days notice (by mail, e-mail, fax, through the newsletter, posted on the League sign or by telephone) will be given for any Special Board of Directors Meeting. Any call for a Special Board of Directors Meeting must include specific reference to the item(s) under consideration.

5.5.2 Quorum for any Board of Directors' Meetings will be fifty percent (50%) plus one of the filled positions on the Board (present or represented by proxy), at least two (2) of which must be from the Executive Officers. No business shall be transacted unless a quorum is present at the commencement of a meeting.

Article 6:         Voting

6.1 Any full member as specified in Section 5.1, who is of the age of majority and is in good standing, upon payment of the membership fee is entitled to vote.

6.2 Such voting must be made in person and not by proxy or otherwise.

6.3 Any member may attend the Board of Directors' meetings, but may not vote. The Board may, by resolution, determine the members' ability to speak to a matter on the agenda.

6.4 Each officer may give his proxy to another officer and each officer who is a Committee Chairperson may give his proxy to a member of this committee for purposes of voting at meetings of officers.

6.5 A show of hands will be adequate for voting, except for nominations, elections, significant financial questions, and any controversial matters where a secret ballot is required or can be requested.

6.6 In the event of any vote resulting in a tie, the Chairperson of the meeting shall have the deciding vote.

Article 7:         Auditing

The books, accounts and records of the League will be audited once per year. Two (2) members of the League, other than the Co-Treasurers or any member with signing authority, will be elected at the Annual General Meeting, to assist with the audit.

7.1 The audit committee will submit at the Annual General Meeting, a complete and proper statement of the standing of the books for the previous year.

7.2 The fiscal year will end on August 31.

7.3 The books and records may be inspected by any member at the Annual General Meeting, or any other time, upon giving two (2) weeks notice and arranging a time satisfactory to the Directors in charge of the records. The Board of Directors will at all times have reasonable access to such books and records.

Article 8:         Board of Directors

The Board will, subject to the by-laws or directions given it by majority vote at any meeting properly called and constituted, have full control and management of the affairs of the League.

Any Director may resign from the Board by submitting such request in writing to the President. Such resignation will be effective immediately.

In the event of a vacancy as a result of resignation, death or removal, the Board is empowered to fill the vacancy by appointment for the remainder of the term. Such appointment is to be ratified at the next General Meeting. The person so appointed will hold office for the remainder of the term that the replaced member would have held.

All positions are for a one-year term; however, directors are eligible to reapply at the end of their terms.

In the event that an Annual General Meeting is not held, the current Directors shall continue their terms until an Annual General Meeting is held.

Each Director, including Co-Directors, shall have one vote at Executive Meetings. The Board of Directors members and their respective duties follow.

8.1 President: The President will:

- preside at all meetings;

- be an ex-officio member of all committees, except the Nominating Committee;

- be charged with the general supervision of all the activities of the League;

- nominate a Director who is willing to serve and to stand in for, or replace, the President,             as circumstances require;

- be a signing authority; and

- act as the official spokesperson of the League, or appoint a designate to do so.

 8.2 Vice-President:  The Vice-President will:

- preside at any meetings in the President’s absence;

- assume any duties from the President as required;

- act as a signing authority; and

- be responsible for the annual review of the by-laws, policies and procedures.

8.3 Secretary: The Secretary will:

- attend all meetings of the League, the Board and the Executive Committee and keep accurate minutes of the same;

- be responsible for the minutes and meeting notice distribution;

- have charge of the minutes book and other records;

- have charge of all correspondence of the League under the direction of the President and the Board;

- act as a signing authority;

- file annual returns as required by the Societies Act; and

- have charge of the seal of the society.

The records of the Secretary shall be available for inspection on reasonable notice to the Secretary. In the absence of the Secretary, such officer as may be appointed by the Board will discharge these duties.

8.4 Co-Treasurer (Banking): The Co-Treasurer (Banking) will:

- be responsible, on behalf or in the name of the League, for all monies collected or otherwise received, for issuing receipts on request, for payments of all accounts when properly approved, and for keeping proper accounts, receipts and vouchers if same, and for the deposit of funds to the League's bank accounts;

- be jointly responsible, with the Co-Treasurer (Financial Statements), for all financial records of the League and shall make those records available for inspection to any member upon reasonable notice;

- be jointly responsible, with the Co-Treasurer (Financial Statements), to review and

prepare policy and procedures with respect to the financial matters of the League; and 

- act as a signing authority for the League.

8.5 Co-Treasurer (Financial Statements): The Co-Treasurer (Financial Statements) will:

- prepare the financial statements for presentation to the members at every Board and General Meeting;

- present to the Annual Meeting an audited/reviewed statement of the financial affairs for the preceding fiscal year;

- be responsible for the preparation and presentation of an annual budget to the Board of Directors;

- be jointly responsible, with the Co-Treasurer (Banking), for all financial records of the League and shall make those records available for inspection to any member upon reasonable notice;

- be jointly responsible, with the Co-Treasurer (Banking), to review and prepare policy and procedures with respect to the financial matters of the League;

- act as a signing authority for the League; and

- report monthly to the Board of Directors.

8.6 Sports Director: The Sports Director will:

- be responsible for all matters pertaining to sports, including registration and organization; 

- be Chair of the Sports Committee;

- recruit representatives or act as the representative to the sports governing bodies;

- prepare an annual budget for the sports programs and submit it to the Co-Treasurer          (Financial Statements);

- review and prepare policy and procedures with respect to sports programs; and

- report monthly to the Board of Directors

8.7 Membership Director: The Membership Director will:

-  be responsible for the organization, timing and completion of the annual membership campaign;

-keep a record of and maintain the membership lists and other records pertaining to membership;

- ensure compliance with the Edmonton Federation of Community Leagues’ Code of Ethics with respect to selling memberships;

- prepare an annual budget for membership and submit it to the Co-Treasurer (Financial Statements);

- review and prepare policy and procedures with respect to membership; and

- report monthly to the Board of Directors.

8.8 Communications Director: The Communications Director will:

- be responsible for the publication of the newsletter or participate in collecting articles for the newsletter;

- oversee the delivery of the newsletter;

- be responsible for the maintenance of the League website;

- prepare an annual budget for publicity and submit it to the Co-Treasurer (Financial Statements);

-review and prepare policy and procedures with respect to publicity;

- collect all advertising fees and account to the League for all such amounts collected and

- report monthly to the Board of Directors

8.9 Buildings and Grounds Director: The Building and Grounds Director will:

- be responsible for the development and maintenance of the community centre, rinks, parking lot and other League facilities;

- prepare an annual budget for the facilities and submit it to the Co-Treasurer (Financial Statements);

- review and prepare policy and procedures with respect to the buildings and grounds; and

- report monthly to the Board of Directors.

8.10 Hall Rentals Director: The Hall Rentals Director will:

- have charge of all scheduling for the League building including programs, sports, activities, meetings, social and any other functions which may be held at the League buildings and grounds;

- prepare an annual budget for hall rentals and submit it to the Co-Treasurer (Financial Statements);

- collect all hall rental fees and deposits, and account to the League for all such amounts collected; and

- report monthly to the Board of Directors.

8.11 Social Director: The Social Director will:

- be responsible for all matters pertaining to social activities of the League, including dances, social nights, etc;

- be Chair of the Social Committee:

- prepare an annual budget for social activities and submit it to the Co-Treasurer (Financial Statements);

- review and prepare policy and procedures with respect to social activities; and

- report monthly to the Board of Directors.

8.12 Civics Director: The Civics Director will:

- act as a liaison with Planning and Development and Transportation Departments of the City of Edmonton, City Council, etc;

- act as a liaison to the Board with any Ad Hoc Committees relating to specific development issues;

- prepare a project budget for committee and submit it to the Co-Treasurer (Financial Statements); and

- report monthly to the Board of Directors.

8.13 Glenora Preschool Liaison Director: The Glenora Preschool Liaison Director will:

- act as a liaison between the Glenora Preschool and the League; and

- report monthly to the Board of Directors.

8.14 Glenora Indoor Playground Liaison Director: The Glenora Indoor Playground Liaison Director will:

- act as a liaison between the Glenora Indoor Playground and the League; and

- report monthly to the Board of Directors.

8.15 Director- At- Large : The Director-at-Large will:

-coordinate with Ad-Hoc committees,

-perform other duties as suggested by executive.

Shall be a voting member of Executive.

Article 9:         Committees

9.1 Ad Hoc Committees: The League may at times create such Ad Hoc Committees as may be deemed necessary, either at General or Board of Directors' Meetings, in order to conduct the League's business. Such Committees will carry out functions and otherwise act in accordance with such resolutions or "Terms of Reference", as may be passed by either the Board of Directors or at a General Meeting. Such Committees will be answerable to, and report to, the Board and will have a defined duration, or a point of termination, at the time they are created.

9.2 Standing Committees: The League may, at its discretion, create such Standing Committees as may be deemed necessary, either at General or Board of Directors’ Meetings. Such Committees carry out functions and otherwise act in accordance with such resolutions or "Terms of Reference", as may be passed either by the board of Directors or at a General Meeting. Such Committees will be answerable to and report to the Board and will continue to exist for an undefined time period.

Article 10:       Elections

10.1 Elections will be held at the Annual General Meeting. Officers and Directors will take office immediately following that Annual General Meeting.

10.2 All terms will be for one year and a member may stand for subsequent election.

10.3 A person appointed or elected becomes a director if present at the meeting when being appointed or elected, and did not refuse the appointment or nomination. Such appointee may also become a director if they were not present at the meeting but consented in writing to act as director before the appointment or election.

10.4     Should vacant positions exist upon conclusion of the elections, those present may empower the Board to recruit individuals to fill those positions.

Article 11:       Disciplinary Hearing and Termination

11.1 The Executive Committee will be empowered to suspend and/or expel any member from membership, or a Board Member from office, for any conduct deemed injurious to the League or its purposes. This decision will be final.

11.1.1 Pending a full and proper hearing, such Member or Director will be placed on suspension.

11.1.2 The Executive Committee will hold a hearing where the Member or Director, upon being given fourteen (14) days notice in writing, has the opportunity to attend and present his or her case. At the conclusion of the hearing, the majority vote of the Executive Committee will prevail. If the individual fails to attend the hearing, without excuse, the termination will be effective immediately.

11.1.3 The quorum for such a hearing will be two thirds (2/3) of the Executive Officers.

11.1.4 The Executive Committee will debate the matter "in private" and render a written decision within seventy-two (72) hours.

11.2 All complaints heard before the Executive Committee must be in writing and marked "Confidential and Without Prejudice". Such complaints must specify the by-law violation or injurious behaviour and cite attempts at discipline, or corrective measures, prior to the complaint being filed.

11.3 The Board of Directors may remove any Director from office, without a hearing, if he/she is absent from any three (3) consecutive meetings without regrets.

Article 12:       Remuneration

12.1 No Director will receive any remuneration for his/her services. A Director may receive reimbursements for expenses, with presentation of receipts, incurred as a result of performing the League's business.

12.2 Irrespective of article 12.1, the President shall have discretionary power to make expenditures of up to, but not over, $500.00, without prior approval, for justifiable and legitimate expenditures pursuant to the benefit to the League, and in the enactment of assigned responsibilities and duties.

Article 13:       Financial

13.1 The Board of Directors may open one or more accounts, designate signing Directors and generally execute all documents connected with the transaction of the League's business with any chosen Chartered Bank, Trust Company, Treasury Branch or Credit Union.

13.2 For the purpose of carrying out its objectives, the League may borrow money from time to time and secure the repayment thereof in such manner and under such terms as may be approved by the members with the exception that issuing debentures or mortgages on real property requires a special resolution.

13.3 All deeds, contracts, conveyances, bills, notes, cheques, debentures and other papers or documents which pertain to the affairs of the League, may be signed by any two (2) of five (5) officers of the League as designated at the Annual General Meeting.

13.4 The annual budget will be submitted by the Treasurer to the Board of Directors.

13.5 No two (2) members of the same household will be signing authorities. Also no signing authority will sign a cheque where nominated as the payee.

13.6 No officer, committee or member of the League shall expend any money of the League or incur any indebtedness on behalf of the League or sell or dispose of any property of the League without express authority being first duly given by the officers.

Article 14:       Amendments to the By-laws

14.1 These By-laws may be rescinded, altered or added to by a Special Resolution at a General, Special General or Annual General Meeting with twenty-one (21) days notice.

14.2 Any proposed changes must be reviewed at a Board of Directors meeting before being forwarded to a General, Special General or Annual General Meeting.

Article 15:       Dissolution

15.1 Upon dissolution of the League, all real property, fixtures and liquid assets remaining after the payment of any debts, will become the property of the Edmonton Federation of Community Leagues, in trust. The Edmonton Federation of Community Leagues will hold the cash assets in trust until they are able to reactivate or merge the League. The real property will pass to the City of Edmonton pursuant to the Tri-Partite License Agreement.

Article 16:       Administration

16.1 The use, care and safekeeping of the seal of the League will be the responsibility of the Secretary, and it will be used only when authorized by a resolution of the Board of Directors, and it will be affixed to documents and instruments when required by law or convention.

16.2 The Board of Directors has the right to hire such persons as may be deemed necessary for the efficient functioning of the League's business.

16.3 The League will retain membership in the Edmonton Federation of Community Leagues.

Dated this 13 day of April, 2012.

Click Here for a PDF Copy of the Glennor Community Leage Bylaws

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