WEST ISLAND WOODTURNERS CLUB BYLAWS
1.0 WEST ISLAND WOODTURNERS CLUB
The Club shall be known as the West Island Woodturners (WIW) and shall be a non-profit organization. The West Island Woodturners club location shall be determined by the Executive Committee and for the purpose of these bylaws, shall be referred to hereinafter as “ The Club.”
The Club’s objectives are as follows:
1. To hold a regular forum at which members can discuss woodturning and related activities.
2. To educate members in woodturning and to develop their woodturning skills.
3. To promote woodturning in the Montreal area.
Membership shall be open to anyone wishing to participate in the Club. Anyone younger than 18 years of age must be accompanied by an adult. The Executive Committee, at its sole discretion, shall have the right to refuse membership to anyone who represents a danger to himself or any member of the Club. It is mandatory that all members, upon payment of their annual dues, agree to sign and abide by the Safety and Security Declaration.
The Executive Committee may, at its discretion, place an upper limit on the number of members of the Club.
1.4 REGULAR ACTIVITY MEETINGS
Meetings of the club shall be held on a regular basis to pursue the Club’s objectives. The Executive Committee shall from time to time decide upon the frequency of the club’s regular activity meetings. Members shall be notified of any changes to the schedule. Any substantial change in the frequency of club meetings shall occur only with the approval of a majority of members.
2.1 EXECUTIVE COMMITTEE
The Executive Committee shall consist of the following:
v) Two (2) Directors
2.1.1 ELECTION OF THE EXECUTIVE COMMITTEE
All members of the Executive Committee shall be elected by the membership at the Annual General Meeting of the Club, each for a one-year term.
2.1.2 EXECUTIVE COMMITTEE NOMINATIONS
Each year the Executive Committee shall prepare a slate of nominees for election to the Executive Committee for the following year. Each Club member will be notified of this slate together with the Notice of the Annual General Meeting.
Any Club member in good standing may make nominations to the Executive Committee. Submissions for nomination must be made in writing to the Secretary no less than seven (7) days before the Annual General Meeting, together with the written consent of the nominee.
2.1.3 EXECUTIVE COMMITTEE ELIGIBILITY
Any Member nominated for election to the Executive Committee must have been a member of the Club in good standing for at least one year.
2.1.4 VACANCIES ON THE EXECUTIVE COMMITTEE
In the event that the President is unable to fulfill his duties as President, the Vice-President shall act in his stead.
In the event of a vacancy occurring on the Executive Committee (with the exception of the President), the remaining members of the Executive Committee shall appoint another member of the Club to fill such vacancy until the succeeding Annual General Meeting.
2.2 FISCAL YEAR
The Club’s fiscal year shall terminate on the last Tuesday of May in each year.
All notices must be made in writing on a medium that allows for a permanent record to be kept.
2.4 PROXY VOTES
Proxies will not be permitted for any voting purposes.
3.1 DUTIES OF THE CLUB’S OFFICERS
i. The President shall preside over the Club’s General Meetings and Executive Committee meetings. He shall promote the Club’s objectives, provide guidance and leadership, and act in the best interests of the Club and its members at all times.
ii. The Vice-President shall act for the President when and while the President is absent or unable to perform his duties.
iii. The Secretary shall keep records of all General Meetings and of all Executive Committee meetings and shall have charge of the Club’s records. He shall conduct correspondence, issue notices of meetings and perform such other duties as shall be assigned to him by the Executive Committee. If the Secretary is absent or unable to perform his duties, the President shall assign those duties to a director or another member of the Executive Committee.
iv. The Treasurer shall have charge of the Club’s financial documents and all of the Club’s monies and shall cause these monies to be deposited in the Club’s bank account. He shall be responsible for the collection of annual dues and other outstanding receivables of the Club. The Treasurer shall prepare all cheques issued by the Club in respect of its obligations. If the Treasurer is absent or unable to perform his duties, the President shall assign those duties to a director or another member of the Executive Committee.
3.2 DUTIES OF THE EXECUTIVE COMMITTEE
The Executive Committee shall perform the following duties:
1. Administer the club’s affairs. It shall make arrangements for the Club’s weekly and monthly programs and all other activities. It shall perform all such acts as are necessary for the benefit of the Club in conformity with these Bylaws.
2. Establish the rate of annual dues payable by the Club’s members.
3. Authorize all expenditures and expenditure commitments of the Club’s monies. The Executive Committee must approve all expenditures above $200.
4. The Executive Committee shall maintain an up-to-date inventory of the Club’s assets. A summary of changes to the Club’s assets will be made available to the membership for consultation at each Annual General Meeting.
5. The Executive Committee must review and ensure that the Club has adequate insurance coverage.
6. The Executive Committee may, at its sole discretion, designate an honorary member for the current year and waive payment of the annual dues of this member. The Executive Committee shall honor its commitment to existing honorary members.
3.3.1 SIGNING OFFICERS
The President and one other Club officer, for and on behalf of the Club, shall sign all contracts and any legal documents pertaining to the Club and approved by the Club’s Executive Committee.
All promissory notes, drafts, cheques and bills of exchange must be signed by any two (2) of the following officers of the Club:
3.3.2 RATIFICATION OF SIGNING OFFICERS
Ratification of the Signing Officers shall be required annually at the Annual General Meeting, in conformance with the Bank’s requirements for signature authorization.
4.1.1 ANNUAL GENERAL MEETING (AGM)
The date of the Annual General Meeting shall be announced at the Club during the month of May in each year and shall neither be earlier than 4 weeks nor later than 6 weeks following the date of the announcement. All members shall be notified of this meeting and such notice shall specify all the business to be conducted at the meeting. The Executive Committee shall provide to each member attending the meeting an Agenda scheduling the business to be conducted at the meeting. The AGM shall include the reports of the President, Vice President, Treasurer and Secretary.
4.1.2 SPECIAL GENERAL MEETINGS (SGM)
Special General Meetings may be called:
1) By the President, or
2) Upon resolution of the Executive Committee, or
3) Upon written request to the Secretary, signed by at least six (6) members of the Club in good standing.
In the event of such request or resolution, the Executive Committee shall ensure that all members are notified of the time, date and place of said meeting at least seven (7) days prior to the meeting date. The requisition or resolution shall specify the nature of the business to be brought before the Special General Meeting and no other business other than that stated in the notice of the meeting shall be transacted during this meeting.
The attendance of not less than twenty-five (25) percent of the Club’s members on record on the day on which the Notice of the AGM or SGM was given shall constitute a quorum at such meeting.
4.1.4 VALIDITY OF RESOLUTIONS
Failure to receive notice of a meeting by any member of the Club shall not invalidate any resolution or action of such a meeting.
5.0 BYLAW AMENDMENTS
5.1 PROCEDURE FOR BYLAW AMENDMENTS
Notices of Motion to amend, add or strike the By- Laws shall be submitted in writing to the Secretary. The motion shall be signed by the minimum of six (6) members in good standing. At the next Regular Meeting, a vote will be taken to determine if a Special General Meeting will be called to ratify the bylaw changes. If a Special General Meeting is approved for this purpose, this meeting shall be held not less than three weeks following the presentation of the Notice of Motion.
Notwithstanding the above, general meetings for the purpose of amending the By-Laws of the Club shall not be called during the months that the Club does not normally meet.
All changes to the Bylaws take effect immediately after having been voted upon and approved by the Club members in good standing at the Annual General Meeting or a Special General Meeting.
6.0 DISSOLUTION OF THE CLUB
6.1.1 CLUB DISSOLUTION PROCEDURE
Should circumstances arise which would indicate that the closure of the Club be necessary or preferable, the acting Executive Committee shall call a Special General Meeting to allow the membership to determine the Club’s future.
Should the membership vote for the dissolution of the Club, the acting Executive Committee would determine a date on which the tangible assets of the Club would be disposed of by a simple cash auction. All monies obtained by the auction shall be added to the monies already in the Club’s bank account and serve to pay the Club’s present and foreseen debts.
Any funds remaining after all current debts and obligations are paid shall be donated to a charitable organization to be named by the membership at the above Special General Meeting.