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Club BylawsWood Buffalo ATV Riders Club By-Laws
1. Membership
Membership fee, if any, in the society shall be determined, from time to time by the members at a general meeting, and will be non refundable. Any person residing in Alberta may become a member upon payment of the fee.
2. Withdrawal of Membership
Any member wishing to withdraw from membership may do so upon a notice in writing to the board through its secretary. If any member is in arrears for fees or assessments for any year, such members shall be automatically suspended at the expiration of six months from the end of such year and shall thereafter be entitled to no membership privileges or power in the society until reinstated.
3. Meetings
This society shall hold monthly meetings on the last Tuesday of every month. Notification to members shall be by mail, email, web posting, newspaper, or other appropriate means, upon membership certification. Four (4) members shall constitute a quorum and voting shall be by a show of hands or secret ballot as required.
This society shall hold an Annual General Meeting (AGM) on or before April 1st of each year. Notification to members shall available within one (1) month of the meeting date. Five (5) members shall constitute a quorum and voting shall be by a show of hands.
This society shall hold special meetings as required by the Executive. Notification of the special meetings with no less than eight (8) calendar days prior to the meeting date. Five (5) members shall constitute a quorum and voting shall be by a show of hands.
4. The Board of Directors and Officers
Board of Directors, Executive Committee or Board, shall mean the Board of Directors of the society.
The Board shall, 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 society, and meetings of the Board shall be held as often as may be required, but at least once every three months, and shall be called by the President.
Any four members shall constitute a quorum, and meetings shall be held without notice if a quorum of the Board is present, provided however, that any business transactions at such meeting shall be ratified at the next regularly called meeting of the Board; otherwise they shall be null and void.
At each Annual General Meeting (AGM) the following will be nominated and elected as the Executive;
A. President
The president shall be ex-officio a member of all Committees. He/she shall, when present, preside at all meetings of the society and of the Executive Board.
B. Vice President
In the absence of the President at any meeting, the Vice-President shall preside any such meeting.
C. Secretary
It shall be the duty of the secretary to attend all meetings of the Society and of the Executive and keep accurate minutes of the same. He/she shall have charge of the Seal of the society, which whenever used shall be authenticated by signature of the secretary and the president, or, in the case of the death or inability of either to act, by the Vice President. In case of the absence of the secretary, his/her duties shall be discharged by such officer as maybe appointed by the Executive. The secretary shall have charge of all the correspondence of the society and be under the direction of the Executive Board.
The secretary shall also keep a record of all the members of the Society and their addresses, send all notices of the various meetings as required, and collect and receive the annual dues or assessments levied by the Society. Such monies shall be promptly turned over to the Treasurer for deposit in a bank as required.
D. Treasurer
The Treasurer shall receive all monies paid to the Society and be responsible for the deposit of same in whatever banks the Executive may order. He/she shall properly account for the funds of the Society and keep such books as maybe directed. He/she shall present a full detailed account of receipts and disbursements to the Executive whenever requested and shall prepare for submission to the Annual General Meeting a statement duly audited of the financial position of the Society and submit a copy of same to the Secretary for the records of the Society. The office of the Secretary and Treasurer may be filled by one person if any AGM for the election of officers shall so decide.
All the above mentioned directors shall be of volunteer basis and be in good standing membership at the time of the Election of Officers. Additional officers may be appointed by the Executive as required. Any Director or Officer, upon a majority vote of all members in good standing, may be removed from office for any cause, which the Society may deem reasonable.
5. Exercise of Borrowing Powers
For the purpose of carrying out its objects, the Society may borrow or raise or secure the payment of money in such manner as it thinks fit, and in particular by the issue of debentures, but this power shall be exercised only under the authority of the Society, and in no cases shall debentures be issued without the sanction of a special resolution of the society.
6. Audit of Accounts
The books, accounts and records of the Secretary and Treasurer shall be audited as least once each year by a duly qualified accountant or two members of the Society appointed for that purpose by the Executive. Such auditor at the AGM of the Society shall submit a complete and proper statement of the standing of the books for the previous year. The fiscal year of the Society in each year shall be November 1st.
7. Custody and Use of the Seal
The Secretary as outlined in the Directors and Officers will handle the custody and use of the seal.
8. Altering, Rescinding and Adding By Laws
The By Laws may be rescinded, altered or added to by a "Special Resolution".
9. Preparation and Custody of Minutes and Other Books and Records
The Secretary as outlined in the Directors and Officers will handle the preparation and custody of minutes and other books and records.
10. Inspection of Books and Records by Members
The books and records of the Society may be inspected by any member of the Society at the AGM or at any time upon giving reasonable notice and arranging a time satisfactory to the officer having charge of same. Each member of the Executive shall at all times have access to such books and records.
11. Voting
All major or controversial decisions will be decided by a majority vote. Majority vote is considered to be 50% plus 1 of the quorum in attendance at the time of the vote.
Elections for executive positions will take place annually at the October general meeting. A nominating committee will be selected annually at the September general meeting.
12. BY-LAWS
The By-Laws may be rescinded, altered or added to by a “Special Resolution”.
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