August 17, 2017
In these Bylaws and the Constitution of the Society, unless the context otherwise requires:
(a) “Act” means the Societies Act, S.B.C. 2015, c. 18, as amended from time to time, and includes any successor legislation thereto;
(b) “Address of the Society” means the registered office address of the Society on record from time to time with the Registrar;
(c) “Board” means the Directors acting as authorized by the Act, the Constitution and these Bylaws in managing or supervising the management of the affairs of the Society and exercising the powers of the Society;
(d) “Board Resolution” means:
(1) a resolution passed by a simple majority of the votes cast in respect of the resolution by the Directors entitled to vote on such matter:
(A) in person at a duly constituted meeting of the Board,
(B) by Electronic Means in accordance with these Bylaws, or
(C) by combined total of the votes cast in person and by Electronic Means; or
(2) a resolution that has been submitted to all Directors and consented to in writing by two-thirds (2/3) of the Directors who would have been entitled to vote on the resolution at a meeting of the Board,
and a Board Resolution approved by any of these methods is effective as though passed at a meeting of the Board;
(e) “Bylaws” means the bylaws of the Society as filed with the Registrar;
(f) “Chair” means the Person elected to the office of chair of the Society in accordance with these Bylaws;
(g) “Constitution” means the constitution of the Society as filed with the Registrar;
(h) “Crane” means mobile cranes, boom trucks, tower cranes or any other classification determined by the Board to be applicable;
(i) “Directors” means those Persons who are, or who subsequently become, directors of the Society in accordance with these Bylaws and have not ceased to be directors;
(j) “Electronic Means” means any system or combination of systems, including but not limited to mail, telephonic, electronic, radio, computer or web-based technology or communication facility, that:
(1) in relation to a meeting or proceeding, permits all participants to communicate with each other or otherwise participate contemporaneously, in a manner comparable, but not necessarily identical, to a meeting where all were present in the same location, and
(2) in relation to a vote, permits all eligible voters to cast a vote on the matter for determination in a manner that adequately discloses the intentions of the voters;
(k) “General Meeting” means a meeting of the Members, and includes an annual general meeting and any special or extraordinary general meetings of the Society;
(l) “Income Tax Act” means the Income Tax Act, R.S.C. 1985 (5th Supp.), c.1 as amended from time to time;
(m) “Members” means those Persons and Organizations that are, or that subsequently become, members of the Society in accordance with these Bylaws and, in either case, have not ceased to be members;
(n) “mutatis mutandis” means with the necessary changes having been made to ensure that the language makes sense in the context;
(o) “Operator” means a Person certified by WorkSafeBC, the British Columbia Association for Crane Safety, or a similar organization, to operate a Crane;
(p) “Ordinary Resolution” means:
(1) a resolution passed by a simple majority of the votes cast in respect of the resolution by those Members entitled to vote:
(A) in person at a duly constituted General Meeting, or
(B) by Electronic Means in accordance with these Bylaws, or
(C) by combined total of the votes cast in person at a General Meeting and the votes cast by Electronic Means; or
(2) a resolution that has been submitted to the Members and consented to in writing by at least two-thirds (2/3) of the voting Members,
and an Ordinary Resolution approved by any one or more of these methods is effective as though passed at a General Meeting of the Society;
(q) “Organization” means an association, corporation, partnership or society;
(r) “Owner” means a Person or Organization that has a legal or beneficial ownership interest in a Crane;
(s) “Person” means a natural person;
(t) “Registered Address” of a Member or Director means the address of that Person as recorded in the register of Members or the register of Directors;
(u) “Registrar” means the Registrar of Companies of the Province of British Columbia;
(v) “Secretary” means a Person elected to the office of secretary of the Society in accordance with these Bylaws;
(w) “Society” means the “BC Association for Crane Safety”;
(x) “Special Resolution” means:
(1) a resolution, of which the notice required by the Act and these Bylaws has been provided, passed by at least two-thirds (2/3) of the votes cast in respect of the resolution by those Members entitled to vote:
(A) in person at a duly constituted General Meeting,
(B) by Electronic Means in accordance with these Bylaws, or
(C) by combined total of the votes cast in person at a General Meeting and the votes cast by Electronic Means; or
(2) a resolution that has been submitted to the Members and consented to in writing by every Member who would have been entitled to vote on the resolution in person at a General Meeting,
and a Special Resolution approved by any one or more of these methods is effective as though passed at a General Meeting;
(y) “Treasurer” means a Person elected to the office of treasurer of the Society in accordance with these Bylaws;
(z) “User” means an Organization that is not an Owner but engages Owners or employs or engages Operators; and
(aa) “Vice-Chair” means a Person elected to the office of vice-chair of the Society in accordance with these Bylaws.
1.2 Societies Act Definitions
Except as otherwise provided, the definitions in the Act on the date these Bylaws become effective apply to these Bylaws and the Constitution.
1.3 Plural and Singular Forms
In these Bylaws, a word defined in the plural form includes the singular and vice-versa.
2.1 Admission to Membership
Membership in the Society will be composed of at least three (3) and no more than nine (9) Persons. Membership is restricted to:
(a) those Persons and Organizations who are Members in good standing on the date these Bylaws come into force; and
(b) those Persons and Organizations whose subsequent application for admission as a Member is accepted in accordance with these Bylaws.
2.2 Eligibility for Membership
A Person may be eligible to be accepted as a Member if he or she:
(a) is nineteen (19) years of age or older;
(b) is either:
(1) an Owner; or
(2) an Operator; and
(c) is interested in advancing the purposes and supporting the activities of the Society.
An Organization may be eligible to be accepted as a Member if it:
(a) is either:
(1) an Owner; or
(2) a User; and
(b) is interested in advancing the purposes and supporting the activities of the Society.
2.3 Transition of Membership
On the date these Bylaws come into force:
(a) each Person or Organization that is a member of the Society and that is eligible for membership under these Bylaws will continue as a Member until the conclusion of the current term of membership, unless he or she or it otherwise ceases to be a Member in accordance with these Bylaws; and
(b) each Person or Organization that is a member of the Society that is ineligible for membership under these Bylaws will be deemed to have resigned from membership effective that date.
Any previous terms served by Members prior to these Bylaws coming into force will not be counted towards the term limits set out below.
2.4 Application for Membership
An eligible Person or Organization may apply to the Board in writing to become a Member and on acceptance by the Board will be a Member.
An Organization that is accepted as a Member must designate in writing delivered to the Address of the Society, a Person to exercise the rights of membership on behalf of the Organization.
The Board may, by Board Resolution, accept, postpone or refuse an application for membership. A Person or Organization becomes a Member on the date of the Board Resolution or such later date as specified therein.
2.5 Membership not Transferable
Membership is not transferable.
2.6 Term of Membership
Once accepted as a Member, a Person or Organization continues as a Member for a term of five (5) years, which term will expire at the conclusion of the annual general meeting that occurs during the fifth year of the Member’s term, unless he, she or it otherwise ceases to be a Member in accordance with these Bylaws.
2.7 Renewal and Re-application of Membership
A Member who continues to be eligible may renew his, her or its membership prior to its expiry in such manner as may be determined by the Board from time to time.
A Person or Organization whose membership has expired or otherwise ceased other than by expulsion and who remains eligible may re-apply for membership after its expiry in accordance with Bylaw 2.4.
A Person or Organization expelled from membership may, unless prohibited by the terms of the expulsion resolution, re-apply for membership in accordance with the terms of the expulsion resolution, provided that if the expulsion resolution does not restrict re-application, the Person or Organization may re-apply for membership after one (1) year from the date of expulsion.
Re-applications for membership are subject to acceptance by the Board.
2.8 Consecutive Terms and Term Limits
A Person may continue to be a Member for up to ten (10) consecutive years, by any combination of terms. A Person who has continued as a Member for ten (10) consecutive years may not re-apply for membership for at least one (1) year following the expiry of his or her latest term.
2.9 Cessation of Membership
A Person or an Organization will immediately cease to be a Member:
(a) upon the date which is the later of:
(1) the date of delivering his, her or its resignation in writing to the Secretary or to the Address of the Society; and
(2) the effective date of the resignation stated thereon;
(b) upon the expiry of his, her or its term;
(c) upon his, her or its expulsion; or
(d) upon his or her death or, in the case of an Organization, dissolution.
3. MEMBERSHIP RIGHTS AND OBLIGATIONS
3.1 Rights of Membership
In addition to any rights conferred by the Act, a Member has the following rights and privileges of membership:
(a) to receive notice of, and to attend, all General Meetings;
(b) to make or second motions at a General Meeting and to speak in debate on motions under consideration in accordance with such rules of order as may be adopted;
(c) to exercise a vote on matters for determination at General Meetings;
(d) participate in the programs and initiatives of the Society, in accordance with such criteria as may be determined by the Board from time to time.
There will be no annual membership dues.
3.3 Standing of Members
All Members are deemed to be in good standing.
3.4 Compliance with Constitution, Bylaws and Policies
Every Member will, at all times:
(a) uphold the Constitution and comply with these Bylaws, the regulations and the policies of the Society in effect from time to time; and
(b) further and not hinder the purposes, aims and objects of the Society.
3.5 Expulsion of Member
A Member may be expelled by a Special Resolution.
Notice of a Special Resolution to expel a Member will be provided to all Members and will be accompanied by a brief statement of the reasons for the proposed expulsion.
The Member who is the subject of the proposed expulsion will be provided with an opportunity to respond to the statement of reasons at or before the time the Special Resolution for expulsion is considered by the Members.
3.6 No Distribution of Income to Members
The activities of the Society will be carried on without purpose of gain for its members and any income, profits or other accretions to the Society will be used in promoting the purposes of the Society.
4. MEETINGS OF MEMBERS
4.1 Time and Place of General Meetings
The General Meetings of the Society will be held at such time and place, in accordance with the Act, as the Board decides.
4.2 Annual General Meetings
An annual general meeting will be held at least once in every calendar year and in accordance with the Act.
4.3 Extraordinary General Meeting
Every General Meeting other than an annual general meeting is an extraordinary general meeting.
4.4 Calling of Extraordinary General Meeting
The Society will convene an extraordinary general meeting by providing notice in accordance with the Act and these Bylaws in any of the following circumstances:
(a) at the call of the Chair;
(b) when resolved by Board Resolution; or
(c) when such a meeting is requisitioned by the Members in accordance with the Act.
4.5 Notice of General Meeting
The Society will, in accordance with Bylaw 15.1, send notice of every General Meeting to:
(a) each Member shown on the register of Members on the date the notice is sent; and
(b) the auditor of the Society, if any is appointed,
not less than fourteen (14) days and not more than sixty (60) days prior to the date of the General Meeting.
No other Person is entitled to be given notice of a General Meeting.
4.6 Contents of Notice
Notice of a General Meeting will specify the place, the day and the time of the meeting and will include the text of every Special Resolution to be proposed or considered at that meeting.
If the Board has decided to hold a General Meeting with participation by Electronic Means, the notice of that meeting must inform Members how they may participate by Electronic Means.
4.7 Omission of Notice
The accidental omission to give notice of a General Meeting to a Member, or the non-receipt of notice by a Member, does not invalidate proceedings at that meeting.
5. PROCEEDINGS AT GENERAL MEETINGS
5.1 Business Required at Annual General Meeting
The following business is required to be conducted at each annual general meeting of the Society:
(a) the approval of the minutes of the previous annual general meeting and any extraordinary general meetings held since the previous annual general meeting;
(b) consideration of the financial statements and the report of the auditor thereon, if any;
(c) consideration of any Members’ proposals submitted in accordance with the Act;
(d) such other business, if any, required by the Act or at law to be considered at an annual general meeting.
The annual general meeting may include other business as determined by the Board in its discretion.
5.2 Electronic Participation in General Meetings
The Board may decide, in its discretion, to hold any General Meeting in whole or in part by Electronic Means.
When a General Meeting is to be conducted using Electronic Means, the Board must take reasonable steps to ensure that all participants are able to communicate and participate in the meeting adequately and, in particular, that remote participants are able to participate in a manner comparable to participants present in person, if any.
Persons participating by Electronic Means are deemed to be present at the General Meeting.
5.3 Requirement of Quorum
No business, other than the election of a Person to chair the meeting and the adjournment or termination of the meeting, will be conducted at a General Meeting at a time when a quorum is not present.
A quorum at a General Meeting is three (3) Members.
5.5 Lack of Quorum
If within thirty (30) minutes from the time appointed for a General Meeting a quorum is not present, the meeting, if convened on the requisition of Members, will be terminated, but in any other case it will stand adjourned to the next day, at the same time and place, and if at the adjourned meeting a quorum is not present within thirty (30) minutes from the time appointed for the meeting, the Members present will constitute a quorum and the meeting may proceed.
5.6 Loss of Quorum
If at any time during a General Meeting there ceases to be a quorum present, business then in progress will be suspended until there is a quorum present or until the meeting is adjourned or terminated.
The Chair (or, in the absence or inability of the Chair, the Vice-Chair) will, subject to a Board Resolution appointing another Person, preside as chairperson at all General Meetings.
If at any General Meeting the Chair, Vice-Chair or such alternate Person appointed by a Board Resolution, if any, is not present within fifteen (15) minutes after the time appointed for the meeting, the Directors present may select one of their number to preside as chairperson at that meeting.
5.8 Alternate Chair
If a Person presiding as chairperson of a General Meeting wishes to step down as chairperson for all or part of that meeting, he or she may designate an alternate to chair such meeting or portion thereof, and upon such designated alternate receiving the consent of a majority of the Members present at such meeting, he or she may preside as chairperson.
A General Meeting may be adjourned from time to time and from place to place, but no business will be transacted at an adjourned meeting other than the business left unfinished at the meeting from which the adjournment took place.
5.10 Notice of Adjournment
It is not necessary to give notice of an adjournment or of the business to be transacted at an adjourned meeting except where a meeting is adjourned for more than fourteen (14) days, in which case notice of the adjourned meeting will be given as in the case of the original meeting.
6. VOTING BY MEMBERS
6.1 Ordinary Resolution Sufficient
Unless the Act, these Bylaws or adopted rules of order provide otherwise, every issue for determination by a vote of the Members will be decided by an Ordinary Resolution.
6.2 Entitlement to Vote
Each Member is entitled to one (1) vote on matters for determination by the Members.
6.3 Voting Methods
Voting by Members may occur by any one or more of the following methods, in the discretion of the Board:
(a) by show of hands or voting cards;
(b) by written ballot; or
(c) by vote conducted by Electronic Means.
Where a vote is to be conducted by show of hands or voting cards, and prior to the question being put to a vote, a number of Members equal to not less than ten percent (10%) of the votes present may request a secret ballot, and where so requested the vote in question will then be conducted by written ballot or other means whereby the tallied votes can be presented anonymously in such a way that it is impossible for the assembly to discern how a given Member voted.
6.4 Voting by Proxy
Voting by proxy is not permitted.
7.1 Management of Property and Affairs
The Board will have the authority and responsibility to manage, or supervise the management of, the property and the affairs of the Society.
7.2 Qualifications of Directors
Pursuant to the Act, a Person may not serve (or continue to serve) as a Director if he or she:
(a) is less than eighteen (18) years of age;
(b) has been found by any court, in Canada or elsewhere, to be incapable of managing his or her own affairs;
(c) is an undischarged bankrupt; or
(d) has been convicted of a prescribed offence within the prescribed period, for which no pardon has been granted, in accordance with the Act.
7.3 Members are Directors
The Members will be the Directors. In the case of a Member that is an Organization, the person designated in writing by the Organization in accordance with Bylaw 2.4 will be a Director.
7.4 Removal of Director
The Members may remove a Director before the expiration of such Director’s term of office by Special Resolution and may elect a replacement Director by Ordinary Resolution to serve for the balance of the removed Director’s term.
A Special Resolution to remove a Person as a Director will be deemed to expel the same Person from membership in the Society, and vice-versa.
7.5 Ceasing to be a Director
A Person will immediately cease to be a Director:
(a) upon the date which is the later of:
(1) the date of delivering his or her resignation in writing to the Chair or to the Address of the Society; and
(2) the effective date of the resignation stated therein;
(b) upon the date such Person is no longer a Member;
(c) upon the date such Person is no longer qualified pursuant to Bylaw 7.2;
(d) upon his or her removal; or
(e) upon his or her death.
8. POWERS AND RESPONSIBILITIES OF THE BOARD
8.1 Powers of Directors
The Board may exercise all such powers and do all such acts and things as the Society may exercise and do, and which are not by these Bylaws or by statute or otherwise lawfully directed or required to be exercised or done by the Members in General Meeting, but nevertheless subject to the provisions of:
(a) all laws affecting the Society; and
(b) these Bylaws and the Constitution.
Without limiting the generality of the foregoing, the Board will have the power to make expenditures, including grants, gifts and loans, whether or not secured or interest-bearing, in furtherance of the purposes of the Society. The Board will also have the power to enter into trust arrangements or contracts on behalf of the Society in furtherance of the purposes of the Society.
8.2 Duties of Directors
Pursuant to the Act, every Director will:
(a) act honestly and in good faith with a view to the best interests of the Society;
(b) exercise the care, diligence and skill that a reasonably prudent individual would exercise in comparable circumstances; and
(c) act in accordance with the Act and the regulations thereunder.
8.3 Remuneration of Directors and Officers and Reimbursement of Expenses
A Director is not entitled to any remuneration for acting as a Director. However, a Director may be reimbursed for all expenses necessarily and reasonably incurred by him or her while engaged in the affairs of the Society.
8.4 Investment of Property and Standard of Care
If the Board is required to invest funds on behalf of the Society, the Board may invest the property of the Society in any form of property or security in which a prudent investor might invest. The standard of care required of the Directors is that they will exercise the care, skill, diligence and judgment that a prudent investor would exercise in making investments in light of the purposes and distribution requirements of the Society.
8.5 Investment Advice
The Directors may obtain advice with respect to the investment of the property of the Society and may rely on such advice if a prudent investor would rely upon the advice in comparable circumstances.
8.6 Delegation of Investment Authority to Agent
The Directors may delegate to a stockbroker, investment dealer, or investment counsel the degree of authority with respect to the investment of the Society’s property that a prudent investor might delegate in accordance with ordinary business practice.
9. PROCEEDINGS OF THE BOARD
9.1 Board Meetings
Meetings of the Board may be held at any time and place determined by the Board.
9.2 Notice of Board Meetings
Meetings of the Board may be held at any time and place determined by the Board provided that two (2) days’ notice of such meeting will be sent to each Director.
However, no formal notice will be necessary if all Directors were present at the preceding meeting when the time and place of the meeting was decided or are present at the meeting or waive notice thereof in writing or give a prior verbal waiver to the Secretary.
9.3 Participation by Electronic Means
The Board may decide, in its discretion, to hold any meeting or meetings of the Board in whole or in part by Electronic Means.
The Board may from time to time fix the quorum necessary to transact business and, unless so fixed, the quorum will be a majority of the Directors.
9.5 Director Conflict of Interest
A Director who has a direct or indirect material interest in a contract or transaction (whether existing or proposed) with the Society, or a matter for consideration by the Directors:
(a) will be counted in the quorum at a meeting of the Board at which the contract, transaction or matter is considered;
(b) will disclose fully and promptly the nature and extent of his or her interest in the contract, transaction or matter;
(c) is not entitled to vote on the contract, transaction or matter;
(d) will absent him or herself from the meeting or portion thereof:
(1) at which the contract, transaction or matter is discussed, unless requested by the Board to remain to provide relevant information; and
(2) in any case, during the vote on the contract, transaction or matter; and
(e) refrain from any action intended to influence the discussion or vote.
The Board may establish further policies governing conflicts of interest of Directors and others, provided that such policies must not contradict the Act or these Bylaws.
9.6 Chair of Meetings
The Chair (or, in the absence or inability of the Chair, the Vice-Chair) will preside as chairperson at all meetings of the Board.
If at any meeting of the Board the Chair, Vice-Chair and such alternate Person appointed by a Board Resolution, if any, are not present within fifteen (15) minutes after the time appointed for the meeting or requests that he or she not chair that meeting, the Directors present may choose one of their number to preside as chairperson at that meeting.
9.7 Alternate Chair
If the Person presiding as chairperson of a meeting of the Board wishes to step down as chairperson for all or part of that meeting, he or she may designate an alternate to chair such meeting or portion thereof, and upon such designated alternate receiving the consent of a majority of the Directors present at such meeting, he or she may preside as chairperson.
The officers of the Society are the Chair, Vice-Chair, Secretary and Treasurer, together with such other officers, if any, as the Board, in its discretion, may create. All officers must be Directors.
The Board may, by Board Resolution, create and remove such other officers of the Society as it deems necessary and determine the duties and responsibilities of all officers.
10.2 Election of Officers
At each meeting of the Board immediately following an annual general meeting, the Board will elect the officers.
10.3 Term of Officer
The term of office for each officer will be one (1) year, commencing on the date the Director is elected as an officer in accordance with Bylaw 10.2 and continuing until the first meeting of the Board held after the next following annual general meeting. A Director may be elected as an officer for consecutive terms.
10.4 Removal of Officers
A Person may be removed as an officer by Board Resolution.
Should the Chair or any other officer for any reason be unable to complete his or her term, the Board will remove such officer from his or her office and will elect a replacement without delay.
10.6 Duties of Chair
The Chair will supervise the other officers in the execution of their duties and will preside at all meetings of the Society and of the Board.
10.7 Duties of Vice-Chair
The Vice-Chair will assist the Chair in the performance of his or her duties and will, in the absence of the Chair, perform those duties. The Vice-Chair will also perform such additional duties as may be assigned by the Board.
10.8 Duties of Secretary
The Secretary will be responsible for making the necessary arrangements for:
(a) the issuance of notices of meetings of the Society and the Board;
(b) the keeping of minutes of all meetings of the Society and the Board;
(c) the custody of all records and documents of the Society, except those required to be kept by the Treasurer;
(d) the maintenance of the register of Members; and
(e) the conduct of the correspondence of the Society.
10.9 Duties of Treasurer
The Treasurer will be responsible for making the necessary arrangements for:
(a) the keeping of such financial records, reports and returns, including books of account, as are necessary to comply with the Act and the Income Tax Act; and
(b) the rendering of financial statements to the Directors, Members and others, when required.
10.10 Absence of Secretary at Meeting
If the Secretary is absent from any General Meeting or meeting of the Board, the Directors present will appoint another Person to act as secretary at that meeting.
10.11 Combination of Offices of Secretary and Treasurer
The offices of Secretary and Treasurer may be held by one Person who will be known as the Secretary-Treasurer.
11.1 Indemnification of Directors and Eligible Parties
To the extent permitted by the Act, each Director and eligible party (as defined by the Act) will be indemnified by the Society against all costs, charges and expenses, including legal and other fees, actually and reasonably incurred in connection with any legal proceeding or investigative action, whether current, threatened, pending or completed, to which that Person by reason of his or her holding or having held authority within the Society:
(a) is or may be joined as a party to such legal proceeding or investigative action; or
(b) is or may be liable for or in respect of a judgment, penalty or fine awarded or imposed in, or an amount paid in settlement of, such legal proceeding or investigative action.
11.2 Purchase of Insurance
The Society may purchase and maintain insurance for the benefit of any or all Directors, officers, employees or agents against personal liability incurred by any such Person as a Director, officer, employee or agent.
12.1 Creation and Delegation to Committees
The Board may create such standing and special committees as may from time to time be required. Any such committee will limit its activities to the purpose or purposes for which it is appointed and will have no powers except those specifically conferred by Board Resolution.
The Board may delegate any, but not all, of its powers to committees which may be in whole or in part composed of Directors as it thinks fit.
12.2 Standing and Special Committees
Unless specifically designated as a standing committee, a committee is deemed to be a special committee and any special committee so created must be created for a specified time period.
A special committee will automatically be dissolved upon the earlier of the following:
(a) the completion of the specified time period; or
(b) the completion of the task for which it was created.
12.3 Terms of Reference
In the event the Board decides to create a committee, it must establish terms of reference for such committee. A committee, in the exercise of the powers delegated to it, will conform to any rules that may from time to time be imposed by the Board in the terms of reference or otherwise, and will report every act or thing done in exercise of those powers at the next meeting of the Board held after it has been done, or at such other time or times as the Board may determine.
The members of a committee may meet and adjourn as they think proper and meetings of the committees will be governed mutatis mutandis by the rules set out in these Bylaws governing proceedings of the Board.
13. EXECUTION OF INSTRUMENTS
The Society will not have a corporate seal.
13.2 Execution of Instruments
Contracts, documents or instruments in writing requiring execution by the Society may be signed as follows:
(a) by the Chair, together with one (1) other Director, or
(b) in the event that the Chair is unavailable, by any two (2) Directors,
and all contracts, documents and instruments in writing so signed will be binding upon the Society without any further authorization or formality.
The Board will have power from time to time by Board Resolution to appoint any officer or officers, or any Person or Persons, on behalf of the Society to sign contracts, documents and instruments in writing generally or to sign specific contracts, documents or instruments in writing.
14. FINANCIAL MATTERS
14.1 Accounting Records
The Society will maintain such financial and accounting records and books of account as are required by the Act and applicable laws.
14.2 Borrowing Powers
In order to carry out the purposes of the Society, the Board may, on behalf of and in the name of the Society, raise, borrow or secure the payment or repayment of money in any manner it decides, including the granting of guarantees, and in particular, but without limiting the foregoing, by the issue of debentures.
14.3 Restrictions on Borrowing Powers
The Members may by Ordinary Resolution restrict the borrowing powers of the Board.
14.4 When Audit Required
The Society is not required to be audited. However, the Society will conduct an audit of its annual financial statements if:
(a) the Directors determine to conduct an audit by Board Resolution; or
(b) the Members require the appointment of an auditor by Ordinary Resolution,
in which case the Society will appoint an auditor qualified in accordance with Part 9 of the Act and these Bylaws.
14.5 Appointment of Auditor at Annual General Meeting
If the Society determines to conduct an audit, an auditor will be appointed at an annual general meeting to hold office until such auditor is reappointed at a subsequent annual general meeting or a successor is appointed in accordance with the procedures set out in the Act or until the Society no longer wishes to appoint an auditor.
14.6 Vacancy in Auditor
Except as provided in Bylaw 14.7, the Board will fill any vacancy occurring in the office of auditor and an auditor so appointed will hold office until the next annual general meeting.
14.7 Removal of Auditor
An auditor may be removed and replaced by Ordinary Resolution in accordance with the procedures set out in the Act.
14.8 Notice of Appointment
An auditor will be promptly informed in writing of such appointment or removal.
14.9 Auditor’s Report
The auditor, if any, must prepare a report on the financial statements of the Society in accordance with the requirements of the Act and applicable law.
14.10 Participation in General Meetings
The auditor, if any, is entitled in respect of a General Meeting to:
(a) receive every notice relating to a meeting to which a Member is entitled;
(b) attend the meeting; and
(c) be heard at the meeting on any part of the business of the meeting that deals with the auditor’s duties or function.
An auditor who is present at a General Meeting at which the financial statements are considered must answer questions concerning those financial statements, the auditor’s report, if any, and any other matter relating to the auditor’s duties or function.
15. NOTICE GENERALLY
15.1 Method of Giving Notice
Except as otherwise provided in these Bylaws, a notice may be given to a Member or a Director either personally, by delivery, courier or by mail posted to such Person’s Registered Address, or, where a Member or Director has provided a fax number or e-mail address, by fax or e-mail, respectively.
15.2 When Notice Deemed to have been Received
A notice sent by mail will be deemed to have been given on the day following that on which the notice was posted. In proving that notice has been given, it is sufficient to prove the notice was properly addressed and put in a Canadian Government post office receptacle with adequate postage affixed, provided that if, between the time of posting and the deemed giving of the notice, a mail strike or other labour dispute which might reasonably be expected to delay the delivery of such notice by the mails occurs, then such notice will only be effective when actually received.
Any notice delivered personally, by delivery or courier, facsimile, or electronic mail will be deemed to have been given on the day it was so delivered or sent.
15.3 Days to be Counted in Notice
If a number of days’ notice or a notice extending over any other period is required to be given, the day the notice is given or deemed to have been given and the day on which the event for which notice is given will not be counted in the number of days required.
Upon the winding-up or dissolution of the Society, any funds and property remaining after the payment of all costs, charges and expenses properly incurred in the winding-up or dissolution, including the remuneration of the liquidator, and the payment to employees of the Society of any arrears of salaries or wages, and after payment of any debts of the Society, will be distributed, subject to the Act, as determined by Board Resolution.
16.2 Inspection of Documents and Records
The documents and records of the Society, including the financial and accounting records and the minutes of General Meetings, committee meetings and meetings of the Board, will be open to the inspection of any Director at reasonable times and on reasonable notice.
A Member is entitled, upon providing not less than fourteen (14) days’ notice in writing to the Society, to inspect any of the following documents and records of the Society at the Address of the Society during the Society’s normal business hours:
(a) the Constitution and these Bylaws, and any amendments thereto;
(b) the statement of directors and registered office of the Society;
(c) minutes of any General Meeting, including the text of each resolution passed at the meeting;
(d) resolutions of the Members in writing, if any;
(e) annual financial statements relating to a past fiscal year that have been received by the Members in a General Meeting;
(f) the register of Directors;
(g) the register of Members;
(h) the Society’s certificate of incorporation, and any other certificates, confirmations or records furnished to the Society by the Registrar;
(i) copies of orders made by a court, tribunal or government body in respect of the Society;
(j) the written consents of Directors to act as such and the written resignations of Directors; and
(k) the disclosure of a Director or of a senior manager regarding a conflict of interest.
Except as expressly provided by statute or at law, a Member will not be entitled or have the right to inspect any other document or record of the Society. However, subject to such policies as the Board may establish, a Member may request, in writing delivered to the Address of the Society, to inspect any other document or record of the Society and the Board may allow the Member to inspect the document or a copy thereof, in whole or in part and subject to such redaction as the Board deems necessary, all in the Board’s sole discretion.
Copies of documents which a Member is allowed to inspect may be provided on request by the Member for a fee to be determined by the Board, provided such fee does not exceed the limits prescribed in the Act.
17.1 Entitlement of Members to copy of Constitution and Bylaws
On being admitted to membership, each Member is entitled to, and upon request the Society will provide him or her with, access to a copy of the Constitution and these Bylaws.
17.2 Special Resolution required to Alter Bylaws
These Bylaws will not be altered except by Special Resolution.
17.3 Effective Date of Alteration
Any alteration to the Bylaws or Constitution will take effect on the date the alteration application is filed with the Registrar in accordance with the Act.