Create Learn And Perform Society
September 12, 2016
Here after “C.L.A.P” represents Create, Learn and Perform Society
Here after “Member” represents ONE family member per family registration
Here after “Executive” represents the elected officers of C.L.A.P
1 – Membership
- Upon Registration each family is entitled to one (1) voting membership in C.L.A.P. The voting member of the family must be eighteen (18) years of age or older.
- Upon registration all students (17 and under) become non-voting Members of C.L.A.P
- Each person elected to a position on the Executive of C.L.A.P during the current year shall automatically become a voting member of C.L.A.P
- Each Member of C.L.A.P shall exercise only one (1) vote regardless of how many criteria are met for membership and regardless of how many children from each family are registered.
- Membership shall expire the forthcoming July 31 subsequent to receipt of registration fees.
- Membership is open to members of the community at large that are 18 years or older and interested in participating in the work of C.L.A.P and the promotion and achievement of it objectives, that have submitted a membership application to C.L.A.P which includes their name, address, and reasons for requesting membership. This application must be submitted to the C.L.A.P Executive for approval, together with the the prescribed membership fee as set out in 1.2
- Members may not be part of any other fundraising society that would interfere with C.L.A.P
- Members must live in Parkland County, Spruce Grove or Stony Plain, Alberta or must be taking or have a child or legal ward taking an art form class within Parkland County, Spruce Grove or Stony Plain, Alberta.
1.2 Membership Fees
- The membership fees for members under 1.1 shall be the registration fee per family, such fee being determined by the Executive before each new fiscal year.
- The membership fee for a member of the community at large admitted under 1.6 above shall be determined annually by the Executive before each new fiscal year and will be posted on the website for C.L.A.P
- All membership fees must be paid in full before any fundraising orders by member can be submitted.
- To qualify for an executive position an individual must be a member in good standing of C.L.A.P, with the exception of community at large positions.
- Any member of C.L.A.P may withdraw from C.L.A.P by notifying the executive. Fees will not be refunded.
- Membership shall cease when a child or legal ward of a member becomes ineligible for participation in the C.L.A.P programs. Such child or legal ward turning the age of 18 years may apply to become a member.
- Any executive member may withdraw from C.L.A.P by notice in writing to the Executive Board through the president and secretary.
1.3 Membership Suspension or Expulsion
- Members may be reinstated according to conditions approved by the Executive.
- Any membership may be suspended and any member expelled upon a vote approved by a fifty percent plus one (50% +1) majority of the Executive for any reason deemed reasonable and in the best interests of C.L.A.P
- Any member may be reviewed and/or disciplined (including suspension and expulsion) as per policies of C.L.A.P
- Suspensions and expulsion shall take effect immediately, subject to appeal as described in bylaw 1.4
- Any member who has been determined to have physically abused another member shall be suspended for a minimum of twelve (12) months, with no right to appeal the length of the suspension.
- Any member that has been suspended under the provisions of the bylaw 1.2 and 1.3 shall have the right to appeal the decision to the Executive of C.L.A.P
- Application to appeal a suspension or expulsion must be submitted in writing to an executive member within seven (7) days of receipt of notice of suspension or expulsion. The President must be immediately notified of such an application.
- C.L.A.P Executive shall hear appeals at its next meeting.
- C.L.A.P Executive decision shall be final and binding.
2 – Executive Board
Board of Directors, Executive Committee or Board, shall mean the Board of Directors of the society. The board will consist of officers only, no directors.
2.1 Composition of the Executive Board
- The Executive shall consist of officers elected to the positions of:
- Vice President
Duties of the Executive are outlined in Section 3.2 Duties of Executive
- Each executive member of the executive shall be entitled to one vote at all duly constituted executive meeting and at all general or special meetings.
- Nomination for election to executive office shall be presented and voted on yearly at the annual general meeting (AGM) of C.L.A.P. Nominee shall be elected by a majority vote of fifty percent plus one (50%+1) of C.L.A.P members in attendance.
- Term of office shall be from the end of the AGM until the end of the following AGM (plus two months for transitional learning if required)with the exception of Secretary and Vice President which will be on odd number year Treasurer which will be on even number year
- Nominations for election to the position of Executive Office(s) must be made by current members of C.L.A.P. ; nominees may be non-members who have agreed to serve on the Executive. Assumption of Executive Office includes automatic Membership in C.L.A.P..
- Any executive position that becomes vacant may be filled by appointment on an interim basis, by the executive, pending a general meeting of C.L.A.P
- This appointment must be approved by a fifty percent plus one (50% +1) majority vote of the executive in attendance and shall be in effect until the next AGM.
- Any executive position that becomes vacant shall be filled by election at the next AGM of C.L.A.P, providing it is so stated in the notice to call said meeting.
- Any executive member upon a majority vote of fifty percent plus one (50%+1) of C.L.A.P members in attendance may be removed from office for any cause C.L.A.P may deem reasonable, at a general or special meeting duly called and constituted, providing it is so stated in the notice to call said meeting.
- No person can fill more than one position on the Executive at any given time.
3 – Power and Duties of the Executive Board
3.1 Power of the Executive Board
- The Executive shall, subject to the bylaws, or direction given it by majority vote at any special or general meeting duly called and constituted, have full control and management of the affairs, operations, directives, rules, policies and procedures of C.L.A.P
- The Executive may, by the majority vote, fifty percent plus one (50%+1), of the executive members present at a duly called and constituted executive meeting, institute any policy, directive, regulation, procedure or rule which it deems necessary for the proper governance of the affairs and operations of C.L.A.P, subject to the limitations of these bylaws and any direction given it be the membership at a duly called and constituted general or special meeting of C.L.A.P
- Meetings of the Executive shall be held as often as may be required, but at least once every two months and shall be called by the President.
- A special executive meeting may be called on the instructions of any two members of the Executive provided they request the president in writing to call said meeting and state the business to be brought before the meeting.
- Notice of a special executive meeting shall be in writing by email or by telephone at least forty-eight (48) hours prior to the schedule start of the meeting.
- Executive meeting shall be called by three (3) days’ notice by email or telephone.
- Fifty percent plus one (50%+1) of executive members shall constitute an Executive quorum.
- Executive meetings may be held without notice if a quorum of the Executive is present, however, any business transacted at said meeting shall be ratified at the next regularly called meeting of the Executive otherwise the business shall be null and void.
- The Society will not have any type of borrowing power.
3.2 Duties of the Executive
The President shall have general knowledge of all activities within the Society. He/she will be an ex-officio member of all Committees as defined by Robert’s Rules of Order. The President shall be copied on all C.L.A.P communications and will review any communications to the membership or general public prior to distribution and shall include the Vice President in same. The President will carry out other duties assigned by the Society. He/she shall, when present, preside at all meetings of C.L.A.P and of the Executive. The President will be the chief spokesperson for the Society, unless otherwise delegated. The President shall have a vote at any meeting. In the case of a tie, the motion is defeated. In his/her absence, the Vice-President shall preside at any such meetings. In the absence of both, a chairperson may be elected at the meeting to preside.
The Vice President shall assist the President in all Society activities. He/she will preside at meetings in the President’s absence and will replace the President at various functions when asked to do so by the President. He/she will be copied on all Society’s communications and will review any communications to the membership or general public prior to distribution and shall include the President in same. The Vice President will carry out other duties assigned by the Society, and, in the event of resignation, incapacity or extended leave of absence of the President, shall fulfil the President’s responsibilities.
The Vice President shall also keep a Record of Members of C.L.A.P and their contact information, and shall send all Society correspondence/notices as required, and collect and receive the annual dues or assessments levied by C.L.A.P.. Such monies shall be promptly turned over to the Treasurer for deposit in a Bank, Trust Company, Credit Union or Treasury Branch as required.
It shall be the duty of the secretary to attend all meetings of the society and of the Board, and to keep accurate minutes of the same. He/she shall have charge of the Seal of C.L.A.P. which whenever used shall be authenticated by the 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 may be appointed by the Board. The Secretary shall have charge of all the correspondence of the society and be under the direction of the President and the Board.
The Treasurer or designate shall verify all monies paid to C.L.A.P and be responsible for the deposit of same in whatever Bank, Trust Company, Credit Union or Treasury Branch the Executive may order. He/she shall properly account for the funds of C.L.A.P and keep such books as may be directed and disburse funds as required. 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 C.L.A.P and submit a copy of same to the Secretary for the records of C.L.A.P.
The signing authorities of the financial accounts will be the President, Vice President and Treasurer.
4 – Auditing
- The books, accounts and records of the Secretary and Treasurers shall be audited at the end of each fiscal year by a duly qualified accountant or by two members of the membership appointed by the executive at the AGM
- The fiscal year for C.L.A.P is August 1 to July 31 the following year.
- The books and records of C.L.A.P may be inspected by any member of C.L.A.P at the AGM
- Each executive member shall at all times have access to said books and records
5 – Meetings
- Notice of the AGM shall be communicated to the members twenty one days (21) prior to the date of the AGM via Email and/or social media and/or webpage.
- The AGM shall be held by the end of September.
- The business of the AGM shall consist of, but not be restricted to, the election of executive officers
- Any member of C.L.A.P in good standing shall be eligible to stand for or nominate another person to stand for election to any executive position.
- A quorum at the AGM shall consist of at least 5% of voting members of good standing, AND either the President or Vice President.
- In the event that a quorum is not present, the AGM will be rescheduled between two (2) to four (4) weeks later, to accommodate due notice as set out in bylaw article meeting 1.
- Other general or special meetings
- All general meetings, including the AGM shall be open to the public but only members in good standing of C.L.A.P shall be entitled to vote.
- A general meeting may be called at any time by the Secretary under the advisement of the President.
- Notice of a general meeting shall be communicated to the members twenty one days (21) prior to the date meeting.
- A quorum for general or special meetings shall consist of at least 5% of voting members of good standing, AND either the President or Vice President.
- In the event that a quorum is not present, the general meeting will be rescheduled at least eight (8) days later.
- A special meeting of C.L.A.P must be convened by the President or Secretary upon receipt of a petition signed by one-third of the members in good standing with C.L.A.P
- Said petition must include the reason(s) for calling said special meeting, which must be included in the notice of the special meeting.
- Notice of a special meeting must be given to all members of C.L.A.P in writing to the last known email address dated at least eight (8) days prior to the date of the special meeting.
- Votes must be made in person and not by proxy or otherwise. To be applied to all meeting, special or general.
6 – Remuneration
Unless authorized at any meeting and after notice for same shall have been given, no officer, director, or member of the society shall receive any remuneration for his/her services.
7 – By- Laws
- Subject to the requirements of the Societies Act of Alberta, these bylaws may be rescinded, altered or added to by a special resolution.
- Notification of the proposed changes shall be submitted in writing to the secretary for inclusion in the notice of a general or special meeting which will vote on said special resolution.
- These bylaws may also be rescinded, altered or added to upon review by the members of the Executive.
- Upon executive review and approval, these bylaws shall be presented to the membership of C.L.A.P for approval at a general meeting.
- These bylaws are not governed by the Arbitration Act of Alberta.
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