533 Sabre Squadron
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ABOUT US |
FRIENDS OF 533 SQUADRON SOCIETY BYLAWS - 2005
OBJECTIVES
The objective of the Friends of 533 Squadron Society is to provide financial support for 533 Sabre Squadron, in cooperaton with the Sponsoring Society.
1.1. Membership fees in the Society shall be determined at an Annual General Meeting by a majority vote. 1.1.1. In keeping with the objectives of the Air Cadet League of Canada, enrollment in the Squadron should be at no cost to the Cadet or the Cadet’s family. 1.1.1 Each Cadet Family is requested to contribute to fundraising, as determined by the Board, to meet the annual budget requirements.
1.2. Membership categories are: 1.2.1. Regular Member – Any parent or guardian who has a child aged 12 to 18 years that is enrolled in 533 Air Cadet Squadron is automatically considered to be a Regular Member of the Friends of 533 Squadron Society. In keeping with these Bylaws, Regular Members are entitled to one vote per Cadet Family; and are eligible to hold any office in the Society. 1.2.2. Alumni Member – Any Member who is in good standing and wishes to continue their membership after their child is no longer an active member of 533 Squadron, may request that the Executive Committee consider such continuance as an Alumni Member. Where the Executive Committee deems it appropriate, applicants may be granted Alumni Membership. Alumni Members do not have Regular Member voting privileges and are not eligible for nomination or election to any office in the Society. 1.2.2. Associate Member – Any person who is either a former regular member or is interested in Air Cadets, and who is a resident of Alberta, can request membership, either in writing or a phone call to a member of the Board. Associate Members are entitled to one vote per person and are eligible to hold office as Secretary, Bingo/Casino Chair or as a Director at Large. 1.2.2.1.Alumni Members who have agreed to complete their term of offices as Directors of the Board shall continue to have Executive Committee privileges until their current term of office expires. 1.2.2.1. Delete. 1.2.3. Honorary Member – In recognition of exemplary efforts, the Executive Committee may bestow Honorary Membership to any individual they deem worthy of such membership. Honorary Members have no voting privileges and are not eligible for nomination or election to any office in the Society. 1.2.3. Delete.
1.3. Each Air Cadet Family in good standing is entitled to only one vote, regardless of the number of active Cadets within the family. 1.3. Each Regular or Associate Member in good standing is entitled to only one vote, regardless of the number of active Cadets within the family. 1.3.1. All families entitled to voting privileges shall receive a numbered membership card. 1.3.2. All Members entitled to voting privileges shall receive a voting paper at all Annual General Meetings, General Meetings and Special Meetings. 1.3.3. Membership cards must be presented to register votes at all Annual General Meeting, General Meetings and Special Meetings. Such votes must be cast in person and not by proxy or otherwise. 1.3.3. Delete.
1.4. No member of the Society, in his/her individual capacity, shall be liable for any debt or liability of the Society.
1.5. Members and Directors of the Society may be suspended or expelled from the Society if he/she has significantly hampered the Society’s ability to conduct business or for any other cause the Society may deem reasonable. 1.5.3. The Member or Director in question must first be given, in writing, a warning from the Executive Committee outlining the Society’s concerns and requesting the subject Member cease the described behavior. 1.5.4. If the problem as outlined continues, the Board may call a Special Meeting of the General Membership to review suspension or expulsion of the subject Member. 1.5.5. A Motion to Suspend or Expel must be ratified by a majority vote of Regular Members at a meeting properly called and constituted.
1.6. A member of the Society may resign either in writing to the Board of Directors, or by telephone call to any member of the Board of Directors. 1.6. Delete.
2. BOARD OF DIRECTORS
2.1. “The Board of Directors” or “the Executive Committee” or “the Board” shall mean the Board of Directors of the Society and the Board shall consist of the following eight Directors: 2.1.1. President (Chairperson) 2.1.2. Vice-President (Vice Chairperson) 2.1.3. Secretary 2.1.4. Treasurer 2.1.5. Bingo/Casino Director 2.1.6. First Director at Large 2.1.7. Second Director at Large 2.1.8. Past President (Past Chairperson)
2.2. The Board shall have full control and management of the affairs of the Society, subject to the Bylaws and directions given it by a majority vote at any General Meeting properly called and constituted. 2.2.1. The President (Chairperson) shall convene meetings of the Board as often as required but there shall be at least one meeting every six weeks. 2.2.2. The President (Chairperson) or Vice President (Vice Chairperson) and any four members of the Board shall constitute a quorum of the Board, and meetings may be held without notice if a quorum of the Board is present. 2.2.3. A Special Meeting may be called on the instruction of any two Members thereof, provided they request the President (Chairperson) in writing to call such meeting and state the business to be brought before the meeting. 2.2.4. In supporting the Board and the General Membership, the Directors shall use their best efforts to execute their duties and to promote the objects of the Society. 2.2.5. Any director of the Board, who during his/her term of office, becomes an Alumni Member, may retain their executive position until the full term of their office expires.
2.3. The President (The Chairperson) 2.3.1. The President (Chairperson) shall be elected for a two-year term. 2.3.2. The President (Chairperson) shall be an ex-officio member of all committees and he/she shall, when present, preside as Chairman (Chairperson) at all meetings of the Society. In his/her absence, the Vice President (Vice Chairperson) shall preside at any such meeting, and in the absence of both, a chairman may be elected at the meeting to preside thereat. 2.3.3. Delete: and in the absence of both, a chairman may be elected at the meeting to preside therat. 2.3.4. The President (Chairperson) shall represent the Friends of 533 Squadron Society at all Squadron Sponsoring Society (Committee) meetings. 2.3.5. The Chairperson shall be a Regular Member.
2.4. The Vice President (The Vice Chairperson) 2.4.1. The Vice President (Vice Chairperson) shall be elected for a two-year term. 2.4.2. It shall be the duty of the Vice President (Vice Chairperson) to attend all meetings of the Society and to assist the President (Chairperson) in conducting the business of the Society. 2.4.3. The Vice Chairperson shall be a Regular Member.
2.5. The Secretary 2.5.1. The Secretary shall be elected for a two-year term. 2.5.2. It shall be the duty of the Secretary to attend all meeting of the Society including Directors meetings, and to take accurate minutes of those meetings. 2.5.3. The Secretary shall be responsible to keep the minutes for his/her term of office. 2.5.4. In case of the absence of the Secretary, such officer as may be appointed by the Board shall discharge his/her duties. 2.5.5. The Secretary shall have charge of and keep all correspondence, minutes and records of the Society, and under the direction of the President (Chairperson) and the Board, maintain, manage and store all such documents. 2.5.6. The Secretary shall also keep a record of all the members of the Society, complete with mailing addresses and home phone numbers. The Secretary shall ensure that due notice of meetings is given to all members. 2.5.7. The Secretary can be either a Regular or Associate Member.
2.6. The Treasurer 2.6.1. The Treasurer shall be elected for a two-year term. 2.6.2. The Treasurer shall receive all monies paid to the Society and shall be responsible for the deposit of same in whatever Bank, Trust Company, Credit Union or Treasury Branch the Board may order. 2.6.3. He/she she shall properly account for the funds of the Society and keep such books as may be directed. 2.6.4. He/she shall present a full detailed account of receipts and disbursements to the Board whenever requested and shall prepare for submission to the Annual (General) Meeting a statement duly audited (or reviewed) as hereinafter set forth of the financial position of the Society and submit a copy of same to the Secretary for the records of the Society. 2.6.5. The Treasurer shall represent the Friends of 533 Squadron Society at all Squadron Sponsoring Committee (Society) meetings. 2.6.6 The Treasurer shall be a Regular Member.
2.7. The Bingo/Casino Director 2.7.1. The Bingo/Casino Director is elected for a one-year term. 2.7.2. The Bingo/Casino Director shall attend all Bingo and Casino meetings as the Society’s representative. He/she shall present a report on Bingo/Casino activity to the Board whenever requested. 2.7.3. The Bingo/Casino Director shall submit a statement on Bingo/Casino activity at the Annual (General) Meeting. 2.7.4. The Bingo/Casino Director is the manager of all Bingo/Casino activities, including recruiting and organizing of volunteer workers for bingos and casinos. 2.7.5. He/she shall be responsible to coordinate financial activities arising from bingos and casinos with the Treasurer. 2.7.6. The Bingo/Casino Director can be a Regular or Associate Member.
2.8. The First Director at Large 2.8.1. The First Director at Large shall be elected for a one-year term. 2.8.2. He/she shall attend all meetings of the Society and assist the Board in Conducting the business and affairs of the Society. 2.8.3. In keeping with these Bylaws, the First Director at Large may be elected by the Executive Committee to fill any vacancies on the Board. 2.8.4. The First Director at Large can be a Regular or Associate Member.
2.9. The Second Director at Large 2.9.1. The Second Director at Large shall be elected for a one-year term. 2.9.2. He/she shall attend all meetings of the Society and assist the Board in Conducting the business and affairs of the Society. 2.9.3. In keeping with these Bylaws, the Second Director at Large may be elected by the Executive Committee to fill any vacancies on the Board. 2.9.4. The Second Director at Large can be a Regular or Associate Member.
2.10. The Past President (The Past Chairperson) 2.10.1. At the end of his/her term, the outgoing President (Chairperson) shall be seconded to the position of Past President (Past Chairperson) for a period of three months. He/she shall be deemed a non-voting Member and will provide information to the Board on previous business and activities of the Society.
2.11.1. Should the President (Chairperson) not be able to complete the full term of office for any reason, the Executive Committee may deem the position to be vacant and the Vice President (Vice Chairperson) shall assume and discharge the President’s duties until the full term of the office expires. 2.11.2. Should the Vice President (Vice Chairperson), Secretary, Treasurer or Bingo/Casino Director be unable to complete the full term of office for any reason, the Executive Committee may deem the position to be vacant. The executive Committee shall fill such vacancy on the Board by electing one of the Directors at Large to fill the position. The duly elected Director at Large shall assume and discharge the duties of the vacated position until the full term of the office expires. 2.11.3. Should either of the Directors at Large be unable to complete the full term of office as Directors at Large for any reason, the position of Director at Large shall be filled shall remain vacant, until elections are held at the next Annual General Meeting. (as soon as possible, by the first member that volunteers, and complete that term of office.) 2.11.3.1. Notification of the vacant position shall be posted on the Internet site, in the next newsletter and on the parent notification board.
3. MEETINGS
3.1. The Society shall hold an Annual General Meeting (AGM) on or before October 15th each year.
3.1 The Society shall hold an Annual General Meeting (AGM) on or before November 30th each year.
3.2. General Meetings of the Society may be called at any time by the Secretary upon the instructions of the President (Chairperson) of the Board.
3.3. A Special Meeting may be called by the President (Chairperson) or Secretary upon receipt by him/her of a petition signed by one third of the membership in good standing setting forth the reasons for calling such meeting. 3.4. The President (Chairperson) shall ensure that the Secretary provides due notice of all meetings to the membership. 3.4.1. Notices of Annual Meetings, General Meetings and Special Meetings shall be posted by mail to the last known address of each member at least fourteen days prior to the date of such meetings.
3.5. A quorum for the transaction of business at an Annual General Meeting, a General Meeting or a Special Meeting shall be constituted by one of the following conditions: 3.5.1. Five (5) Directors of the Board including the President (Chairperson) or Vice President (Vice Chairperson) and twenty (20) regular members shall be present, or , 3.5.2. Five (5) Directors of the Board including the President (Chairperson) or Vice President (Vice Chairperson) and fifty percent (50%) of the membership plus one (1) member shall be present. The total number of members shall be determined from the Secretary’s records on the day of such meeting. 3.5.3. In the event a quorum is not present, a second Annual General Meeting shall be called as soon as possible. Five (5) Directors of the Board including the Chairperson or Vice Chairperson must be present. Those members in attendance shall constitute the quorum. 3.5.4. In either (any) case, a majority vote is required to ratify that a quorum has been duly formed and the Secretary shall record in the minutes of the meeting which clause has been used to constitute a quorum.
4.0 ELECTIONS
4.1.Elections for Directors of the Board shall be held at the Annual General Meeting in accordance with the following schedule: 4.1.1. Each year nominations and elections for Bingo/Casino Director, First Director at Large and Second Director at Large shall be duly held. 4.1.2. In even numbered calendar years, nominations and elections for President (Chairperson) and Treasurer shall be duly held. 4.1.3. In odd numbered calendar years, nominations and elections for Vice President (Vice Chairperson) and Secretary shall be held.
5.0 BUDGET
5.1 The Budget for the Squadron is drafted and approved by the CO and the Sponsoring Society.
5.2. The Friends Operating Budget is drafted by the Board and shall be ratified at the Annual General Meeting, duly passed by a majority vote (75%) of the Regular Members of the Society in attendance.
5.3. The amount of money which the Friends provide to the Squadron shall be ratified at the Annual General Meeting, duly passed by a majority vote (75%) of the Regular Members of the Society in attendance.
5.4.The Society will ensure funds in the amount of two-years operating costs are held in reserve, to be used in event of the Dissolution of the Society, as outlined in Section 9.0.
6.0 AUDITING
6.1. The books, accounts and financial records of the Treasurer shall be audited at least once each year by a qualified accountant, independent of the Friends of 533 Society.
6.1. The books, accounts and financial records of the Treasurer shall be audited, reviewed, verified or certified at least once each year by a qualified accountant, independent of the Friends of 533 Society.
6.2.The auditor shall submit a complete and proper statement of the standing of the books for the previous year to the Treasurer for presentation at the Annual General Meeting.
6.3.The fiscal year of the Society in each year shall be September 1st to August 31st. 6.3.1. NOTE: Although current bylaws state this as the fiscal year, the practice was changed a few years ago to be the calendar year. This calendar fiscal year has been recognized by the Society Registrations, so we must ratify the change in the bylaws to return to the fiscal year stated in the Bylaws. 6.4.Any financial records and any other records of the Society may be inspected by any Member of the Society at the Annual General Meeting; or 6.4.1. At any other time upon giving reasonable notice and arranging a satisfactory time with the President (Chairperson) and Treasurer to inspect such records.
7.0 REMUNERATION
7.1. In keeping with Alberta Gaming Regulations, under no circumstances shall the Society make payments to individuals from gaming funds.
7.1. In keeping with Alberta Gaming Regulations, under no circumstances shall the Society make payments to individuals from gaming funds, without the proper receipts and supporting documents on approved expenditures. 7.1.1. No Officer, Director, or Member shall receive any remuneration for his/her efforts as a Member of the Society. However, individuals may be hired for their professional expertise provided that payment is made to a professional corporation or formal business and not to an individual. 7.1.2. If the Board of Directors deems it to be appropriate to cover expenses incurred by a Member while carrying out Society business, the Society shall pay for transportation, accommodation, food, admission fees, or other expenses. Such expenses shall be preauthorized and the Society shall arrange for payment by credit card or cheque, whenever possible, for the goods or services being purchased on behalf of the subject member.
7.2. If the Board of Directors deems it to be appropriate to cover out of pocket expenses incurred directly by a Member while carrying out Society business, and those expenses do not fall within the guidelines of Alberta Gaming Regulations, the Society shall reimburse that Member for such expenses from non-gaming funds.
8.0 BORROWING POWERS
8.1. For the purpose of carrying out its objectives, the Society may borrow, raise, or secure funds in any manner it deems appropriate, however the Society shall not enter into such agreements, loans or debentures without the ratification of a Special Resolution duly passed by a majority vote (75%) of the Regular Members of the Society that attend such meeting.
9.0 BYLAWS
9.1.These Bylaws may be rescinded, amended, altered or added to, only by the ratification of a Special Resolution duly passed by a majority vote (75%) of the Regular Members of the Society that attend such meeting.
10.0 DISSOLUTION CLAUSE
10.1. The Society shall be dissolved and wind down activities upon the occurrence of either of the following events: 10.2.1 The ratification of a Special Resolution duly passed by a majority vote of the Regular Members of the Society in attendance, authorizing the Executive Committee to wind down the affairs and terminate operation of the Society. 10.2.1 The Society is ordered to disband and wind down activities by the Courts of Alberta.
10.2. When one of the events defined under Section 9.1 of these Bylaws occurs, the President (Chairperson),in counsel with the Executive Committee, shall ensure that the following procedures are carried out: 10.2.1. Firstly, all debts, loans, and bills of the Society are to be paid out in as much as the Society has funds to do so. 10.2.2 Secondly, any funds remaining after the Society has satisfied all of its liabilities shall be dispersed in the following manner: 10.2.1.1.Assuming that the St. Albert 533 Sabre Squadron is still active and a duly sanctioned member of the Air Cadet League of Canada, all remaining funds shall be donated in Trust for use by the Squadron’s Sponsoring Committee (Society). The Friends Society Executive Committee shall negotiate the conditions for bursaries with the Sponsoring Committee (Society). However, in all cases, such bursaries must be to the satisfaction of the Alberta Gaming Commission. 10.2.2.1Should the St. Albert 533 Sabre Squadron no longer be an active Squadron, all remaining funds shall be donated in Trust for the development and improvement of Camp Wright. The Society’s Executive Committee shall negotiate the conditions for bursaries with the duly appointed Director/Manager of Camp Wright. However, in all cases, such bursaries must be to the satisfaction of the Alberta Gaming Commission. 10.2.2.2.Delete. 10.2.2.3In the event that the St. Albert Sabre Squadron is no longer an active Squadron, all remaining funds shall be donated in Trust to the Alberta Provincial Air Cadet League. However, in all cases, such bursaries must be to the satisfaction of the Alberta Gaming Commission.
11.0 GENERAL
11.1. Meetings of the Society shall be conducted in accordance with Robert’s “Rules of Order”.
11.2. The business of the Society shall be deemed to be conducted in the Province of Alberta and is subject to the laws of the Province.
FIRST READING – Dated this 22nd day of February, 2001. SECOND READING – Dated this 26th day of February, 2001. THIRD READING – Dated the 26th day of April, 2001.
REVISED AND RATIFIED – Dated the _______
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CADET INFO
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Revised: January 07, 2011 . |
