Bylaws

In B.C., not-for-profit / non-profit organizations are known as societies. Societies are independent, democratic organizations that are required to comply with the Province of British Columbia Societies Act and their own constitution and bylaws. The Comox Valley Newcomers’ Alumnae Association is a registered non-profit society under the B.C. Societies Act with registered governance bylaws.

Filed Date and Time: March 30, 2024 08:09 PM Pacific Time
Society Incorporation Number: S0049095

Comox Valley Newcomers’ Alumnae Association Bylaws

Constitution

1. The name of the society is Comox Valley Newcomers’ Alumnae Association.
2. The purpose of this women’s association is to facilitate continuance of the friendships and fellowship developed in the Comox Valley Newcomers’ Club.
3. The Comox Valley Newcomers’ Alumnae Association is a member-funded society. It is funded primarily by its members to carry on activities for the benefit of its members. On its liquidation or dissolution, this society may distribute its money and other property to its members.

Bylaws

Here set out, in numbered clauses, are the Bylaws providing for the matters referred to in the Societies Act of British Columbia as amended from time to time.

ARTICLE I – IN THESE BYLAWS

“Club” means the Comox Valley Newcomers’ Alumnae Association; and

“Board” means the Executive Board of the Club.

 

ARTICLE II – GENERAL MEEETINGS

2.1 General Meetings will be held once a month from September to November and from January to May inclusive, or at the discretion of the Board.

2.2 The September meeting will be the Annual General Meeting. The date, time and place will be sent by email and provided in the newsletter that is posted on the website at least 14 days prior to the meeting.

2.3 A quorum shall consist of fifteen percent (15%) of the members in good standing.

2.4 All members in good standing present at a meeting are entitled to vote on any issue presented to the meeting for resolution. Voting shall be by show of hands unless the Board deems a vote by ballot appropriate. Proxy voting is not permitted. A motion will be carried by a simple majority of voting members.

ARTICLE III – MEMBERSHIP AND DUES

3.1 A member in good standing, when used in reference to these Bylaws, means any person who is current in the payment of dues, has agreed to abide by the waiver on file in accordance with section 3.4 and who has not been expelled or suspended from membership.

3.2 Eligibility for membership will be two years as a member in good standing in the Comox Valley Newcomers’ Club.

3.3 Any member whose membership has lapsed may rejoin if she so wishes, subject to having been a member in good standing when the previous membership ceased.

3.4 Acceptance of our liability waiver is an annual requirement of membership. A signed waiver is also required for any spouse/partner or guest of a member who wishes to participate in Club activities.

3.5 Dues are non-refundable and are payable annually on or after June 1st. Membership will cease if dues remain unpaid or waivers are unaccepted.

3.6 The amount of the annual membership dues shall be determined by the Board.

3.7 A membership may be revoked for, but not limited to, the following reasons: using the membership roster for soliciting or selling, non-payment of membership fees or acting in a manner that is detrimental to the Club.

3.8 A membership may be revoked by a special resolution of the Board passed at a Board Meeting. The notice of special resolution for revocation must be accompanied by a brief statement of the reasons for the proposed revocation. The person who is the subject of the proposed resolution must be given an opportunity to be heard at the Board Meeting before the resolution is put to the vote.

ARTICLE IV – ELECTIONS

4.1 A nomination committee of three (3) members, including two (2) members of the current membership and the Past President, will be appointed at the March General Meeting. At the May General Meeting they will present a slate of nominees to serve on the Board.

4.2 Additional candidates may be nominated from the floor on condition that they are members in good standing. If a position is contested, an election by ballot will be held.

4.3 In order to cast a vote, one must be a member in good standing and be in attendance at the meeting.

4.4 More than one person may be elected to a position with the exception of President and Treasurer.

4.5 Terms of office for Executive Officers will be for one year commencing at the beginning of the fiscal year. Individuals can be nominated for the same position for a second consecutive term.

4.6 Vacancies that occur during any term may be filled for the remainder of that term by appointment of the Board.

ARTICLE V – EXECUTIVE BOARD

5.1 The Board is comprised of the Executive Officers and a representative from each Standing Committee.

5.2 Each member of the Board is responsible for updating her section of the Executive Handbook that is handed on to her successor. In the case of a shared position, only one update is necessary.

5.3 In any given year, some duties assigned to one Executive position may be transferred to another without requiring Bylaw amendments.

Executive Officers

5.4 President:

  • presides at General and Board Meetings;
  • prepares the agendas for General and Board Meetings with the Secretary’s assistance;
  • has cheque signing authority with the Treasurer and the Secretary;
  • ensures that the Executive Handbook is updated at year-end;
  • ensures the proposed budget is presented to members for approval; and
  • oversees the functioning of the Board.

5.5 First Vice-President:

  • presides in the President’s absence;
  • is responsible for renting the meeting place; and
  • submits for approval to the Board a program of guest speakers or entertainment for the General Meetings and carries out the approved program.

5.6 Second Vice-President:

  • plans and organizes any special events during the year;
  • assists the President and First Vice-President with duties as requested; and
  • facilitates the transition of graduates from the Comox Valley Newcomers Club into the Comox Valley Newcomers’ Alumnae Association.

5.7 Secretary:

  • is responsible for preparation and custody of minutes of meetings of the Club and of the Board;
  • handles all Club correspondence;
  • has the minutes of previous meetings available for the Board’s regular monthly meeting;
  • has cheque signing authority with the Treasurer and the President;
  • collects and manages the waivers signed by guests; and
  • assists the President with preparation of General and Board Meeting agendas.

5.8 Treasurer:

  • monitors the membership dues paid through the online payment system, maintains a record of dues deposited and issues refunds when required or upon request.
  • deposits funds in a financial institution in the name of the Club;
  • has cheque signing authority with the President and the Secretary;
  • provides the monthly financial statement to the Board for approval;
  • completes forms and makes payments for:
    • annual business liability insurance and Directors and Officers liability insurance;
    • annual membership to the National Newcomers Association of Canada; and
    • society registration to the Ministry of Finance;
  • at the end of the fiscal year, the outgoing Treasurer collaborates with the outgoing president to prepare an annual budget for presentation to the outgoing Board for approval. Once approved, the budget is forwarded to the incoming Treasurer who presents it to the incoming Board for approval. At the September Annual General Meeting the Treasurer presents the budget for the next fiscal year to the members for approval;
  • prepares an Annual Financial Statement at the end of the fiscal year (July 1 to June 30) and presents it to the incoming Treasurer who presents it for approval at the August Board Meeting. This statement and the financial review are presented to members at the September Annual General Meeting and will accompany the September newsletter; and
  • maintains and stores the financial records of the club.

5.9 Past President:

  • may be present at Board Meetings and assists the President where necessary; and
  • chairs the Nominating Committee.

Standing Committees

5.10 Activities Coordinator:

  • serves as a resource for Conveners of various activity groups;
  • assists interested members in formation of new activity groups;
  • works with Conveners to ensure the Webmaster and Newsletter Editor receive information in a timely manner, and Conveners receive necessary information from the Board;
  • works with Conveners to ensure that all those participating in Club activities are members in good standing and in the event spouses/partners/invited guests are included in an activity, the necessary waiver has been signed prior to participating; and
  • ensures that activity groups have Conveners in place.

5.11 Membership Coordinator:

  • keeps a record of paid members including: addresses, telephone numbers, and email addresses if provided by the member;
  • monitors the Club membership webmail address; and
  • works with President to prepare welcome letter to be emailed to new members.

5.12 Newsletter Editor:

  • prepares and forwards the newsletter to the Webmaster for posting on the website prior to the end of the month from August to May.

5.13 Webmaster:

  • updates and maintains the Club’s website; and
  • works with the Board to obtain website content.

5.14 Hospitality Coordinator:

  • is responsible for providing refreshments at monthly General Meetings.

5.15 Life Events Coordinator:

  • sends cards and notes to members who are ill, have been bereaved or on other occasions deemed appropriate; and
  • organizes phone chats, as needed.

ARTICLE VI – GOVERNANCE

6.1 The Comox Valley Newcomers’ Alumnae Association is a non-political, non-religious and non-profit organization.

6.2 The Club will be governed by the Board.

6.3 Regular meetings of the Board will be at the call of the President or any three (3) Board members.

6.4 The Board will attend to all routine matters of finance and other business to carry out the objectives of the Club.

6.5 The Board may approve unforeseen expenditures outside of the budget up to a maximum of $350.00.

6.6 A quorum of fifty percent plus one (50% +1) must be present at Board Meetings for motions to be passed. Where positions on the Board are shared, only one representative for the position is counted for meeting the quorum, and each position counts as only one vote.

6.7 The final Board Meeting of each term will be attended by both the outgoing and incoming Boards, at which time all records will be turned over to the new Board.

6.8 No member of the Club has the authority to make any commitments on behalf of the Club without prior written authorization from the Board.

6.9 Special meetings of the Club will be at the call of the President or ten percent (10%) of the membership. Notice of the specific issue shall be given to all members fourteen (14) days prior to the date of the meeting.

6.10 Each member of the Board shall submit to the Secretary a written year-end report prior to the June changeover meeting of the Board. In the case of shared positions, only one report per position is needed.

6.11 No member is authorized to borrow funds on behalf of the Club.

6.12 The Board may, by special resolution, remove a Board member from office. The notice of special resolution for removal must be accompanied by a brief statement of the reasons for the proposed action. The person who is the subject of the proposed resolution must be given the opportunity to be heard at the Board Meeting before the special resolution is put to the vote.

6.13 Robert’s Rules of Order will be the authority for procedural matters insofar as they do not conflict with the Club’s Bylaws.

ARTICLE VII – ACTIVITIES

7.1 Each activity group will be self-supporting and may make its own rules as long as they do not conflict with the Club’s Bylaws, the Societies Act, the Human Rights Code, and any enactment of British Columbia or Canada.

7.2 All participants must be members of the Comox Valley Newcomers’ Alumnae Association. Some activities or events may include Comox Valley Newcomers’ Club members, spouses, partners and/or invited guests.

 

ARTICLE VIII – ACCOUNTING

8.1 A review of the financial records by two (2) volunteers who are not on the Board will take place annually. A written report will be submitted to the Treasurer who will present it to the Board at their August meeting and present it to the members at the September Annual General Meeting.

8.2 Books or records may be reviewed by any member of the Club upon giving reasonable written notice and arranging a time period and place satisfactory to the Board. If copies are required, the Board, within its discretion, may charge a fee of no more than $0.50 per page other than for a copy provided by email, or $0.10 per page for a copy provided by email.

ARTICLE IX – REMUNERATION

9.1 Unless authorized by the membership at any General Meeting, and after notice of same has been given, no officer of the Club shall receive remuneration for her services.

 

ARTICLE X – AMENDMENTS

10.1 These Bylaws may be amended at any General Meeting of the Club by a two-thirds (2/3) majority of members present, provided notice of such amendment(s) has been provided at least thirty (30) days prior to the date of the meeting. This notice must include the text of any special resolution to be discussed at the meeting.

Revised and Approved at the General Meeting March 21, 2024