Camrose Pride Community By-Laws

Camrose Pride Community Bylaws
I. NAME OF SOCIETY: Camrose Pride Community
II. MEMBERSHIP
a. Camrose Pride Community welcomes all people who promote respect, acceptance and inclusion of all people in our local, provincial and national community.
b. Any LGBTQ2S+ person and/or ally residing in Camrose, Alberta and the surrounding area who is at least 18 years of age shall be deemed a member of the Society by permitting their name to be included on the member-ship list, and by paying the membership fee, if any, as may be determined by the Society at a general meeting.
c. All members in good standing may attend meetings, contribute to discussion and decisions, whether by consensus or majority vote, let their name stand to become a member of the Board of Directors or Leadership Team, volunteer to help with Camrose Pride Community activities and events, and participate in such activities and events. Members are entitled to feel welcomed, supported and respected by and within Camrose Pride Community.
III. ASSOCIATE MEMBERSHIP
a. Any agency or group that supports and/or is comprised of LGBTQ2S+ people and/or allies, such as a GSA (Gay-Straight Alliance) or QSA (Queer-Straight Alliance), may become an associate member of Camrose Pride Community by permitting their agency/group to be included on the membership list, along with their primary contact(s), and by paying an associate membership fee, if any, as may be determined by the Society at a general meeting. The primary contact(s) shall be informed by email of all Camrose Pride Community meetings and events, and are invited to share such information with their respective members
b. Members of an associate member agency or group may participate at Camrose Pride Community meetings, activities and other events with all of the privileges associated with membership, provided they indicate that they are attending as a member of a Camrose Pride Community associate member agency or group.
IV. TERMINATION OF MEMBERSHIP
a. Any member or associate member wishing to terminate their membership/associate membership may do so upon written notice emailed to the Camrose Pride Community Board through its Secretary. Members or associate members who are deemed to act contrary to the objectives of Camrose Pride Community and/or the Alberta Human Rights Act may be expelled from the Society upon a majority vote of all members of the Society attending the general meeting at which the item is under decision. The party whose membership is in question need not attend the meeting for such a vote to be taken.
V. BOARD OF DIRECTORS
a. The Board of Directors, or Board, shall mean the Board of Directors of Camrose Pride Community.
b. The Board shall be comprised of no more than seven and no fewer than five members. Quorum shall be three members (if a five-member board) or four members (if a seven-member board). Term of office shall be two years. Board members may serve a maximum of two, two-year terms unless the majority of Society members approve an additional term.
c. A person appointed or elected a director becomes a director if they were present at the annual meeting when being appointed or elected and did not refuse the appointment or election. They may also become a director if they were not present at the meeting but consented in writing to act as a director before the appointment or election.
Camrose Pride Community Bylaws
d. A Board member may be removed from office for any cause which the Society my deem reasonable (such as missing three consecutive meetings unless otherwise excused, failing to exercise duties, or acting contrary to the purpose of Camrose Pride Community or in violation of the Alberta Human Rights Act), upon majority vote of Society members attending the meeting at which the item is under decision.
e. Subject to the bylaws or direction given to it by majority vote at any Society meeting properly called and constituted, the Board shall have full control and management of the affairs of the Society. Meetings of the Board shall be held as often as may be required and at least once every three months. Regular meetings shall be called by one of the Co-Chairs in consultation with the other Co-Chair.
f. A special meeting of the Board shall be called by either Co-Chair at the written request of any two Board members, with such request stating the purpose of the meeting. All Board members must be notified in writing by email at least seven days prior to the date of the special meeting, or at least three days by telephone, and every effort must be made to ensure that any email or telephone message is duly received.
VI. LEADERSHIP TEAM
a. Co-Chairs: Two Co-Chairs shall share responsibility for conducting Society meetings and Board meetings, and may be expected to represent Camrose Pride Community (either one or the other or both) at Camrose Pride Community events or other community events as determined by the Society or Board.
b. Secretary: The Secretary shall attend all meetings of the Society and of the Board, and will keep accurate minutes of the same. The Secretary shall have the Seal of the Society which, whenever used, shall be authenticated by signature of the Secretary and one of the Co-chairs. The Secretary shall also have charge of Society correspondence, in consultation with the Co-Chairs and/or Board, shall keep a record of Society members including contact information, assist the Co-Chairs in sending notices of various meetings, and assist the Treasurer, as may be necessary, in receiving membership and associate membership fees, if any. In the absence of the Secretary, minutes shall be taken by such Board member as appointed by the Board.
c. Treasurer: The Treasurer shall receive all monies paid to the Society and deposit the same in the Society’s financial institution. The Treasurer shall properly account for the funds, keep such books as are necessary to maintain an accurate account, present a full detailed account of receipts and disbursements to the Board whenever requested, shall prepare an annual statement, duly audited as per below, of the financial position of the Society. Such audited statement shall be presented to the annual meeting and provided to the Secretary for the records of the Society. The Treasurer shall also be responsible for completing such annual returns as may be required under the Societies Act of Alberta, or by Canada Revenue Agency. One person may serve as both Treasurer and Secretary if any annual meeting for the election of the Leadership Team should so decide.
d. Decisions: Decisions of the Leadership Team shall normally be made by consensus. In such cases where consensus is not achievable, then decisions will go to vote of the entire Board, and shall pass or not by a simple majority vote.
VII. AUDITING
a. The Society’s books, accounts and records so maintained by the Treasurer, shall be audited once a year by two members of the Society selected for that purpose at the annual meeting of the Society, or by a duly qualified accountant if the Society members so choose. A complete and proper financial statement for the previous year, so audited, shall be submitted at the annual meeting. The fiscal year-end of the Society shall be December 31.
b. The books and records of the Society may be inspected by any member at the annual meeting or at any time upon giving reasonable notice and arranging a time satisfactory to the Leadership
Camrose Pride Community Bylaws
Team or member of the Leadership Team having charge of the same. Each member of the Board shall at all times have access to such books and records.
VIII. SIGNING AUTHORITY
a. Signing authority shall be comprised of any two members of the four-member Leadership Team. An additional Board member may be selected by the board as a fifth possible signing authority if deemed necessary.
IX. SOCIETY MEETINGS
a. The Society annual meeting shall be held on the first Monday of February in each year, of which notice by email to the last known address of each member shall be delivered no less than seven (7) days prior to the date of the meeting. At this meeting there shall be elected two Co-Chairs, a Secretary, a Treasurer and up to three directors. Those so elected shall form the Board of Directors and shall serve until their successors are elected at a subsequent Annual Meeting. Any vacancy occurring during the year shall be filled as soon as possible by the remaining Board members for ratification at the next Society meeting.
b. General meetings of the Society may be called at any time by the Secretary as directed or in consultation with the Co-Chairs, with written notice emailed to the last known address of each member delivered at least seven (7) days prior to the meeting. A special meeting shall be called upon receipt of a petition signed by one-third of the membership (as based upon the current membership list), with notice setting forth the reason for the special meeting delivered by email at least seven (7) days prior to the meeting.
c. Quorum: Twelve members in good standing, of which five may be a member of an associate member group or agency, shall constitute a quorum at any meeting of the Society.
d. Voting: Any member, or member of an associate member group or agency, shall have the right to vote at any meeting of the Society. Such votes must be made in person.
X. REMUNERATION
a. No member of the Leadership Team, Board of Directors, or Society shall receive any remuneration for their services.
XI. BORROWING POWERS
a. Camrose Pride Community shall have no power to borrow money, either in whole as a Society, or in part as the Board of Directors on behalf of the Society.
XII. BYLAWS
a. The Bylaws may be rescinded, altered or added to by a “Special Resolution” as per the Societies Act of Alberta.