Constitution and Bylaws

February 6, 2011

Constitution & Bylaws of the Hart Highway Community Association

CONSTITUTION

1. NAME
The name of the Society is the “Hart Highway Community Association”

2. PURPOSE
The purpose of this Society shall be to increase and broaden the opportunities for the Hart Highway area citizens/residents to enjoy and participate in recreational and cultural activities:

a) To help coordinate the work and programmes of recreational and cultural activities in the community

b) To stimulate and encourage the development of the recreational and cultural projects and activities

c) To render parks and recreational services to all participating families, groups and individuals within the Hart Highway and outlying areas North of the city center of Prince George

d) To act as a support and to help initiate new recreational and cultural projects

e) To foster Interest and pride in the heritage of this community

f) To enlist public interest and promote public understanding of the importance of community involvement

g) To bring to the attention of civic and provincial authorities the recreational and cultural needs of the community

3. PLACE OF OPERATION
The operations of the Society are to be chiefly carried on in the area known as the Hart Highway area in the city of Prince George in the Province of British Columbia.

4. The purpose of the Association shall be carried out without purpose of gain for its members and any profits or other accretions to the Association shall be used for promoting its purposes.

5. DISSOLUTION
In the event of dissolution “(termination”) of the Hart Highway Community Association … any funds, assets of the association remaining after the satisfaction of its debts and liabilities shall be given or transferred to the Hart Pioneer Centre, 6986 Hart Highway of Prince George, BC.

6. Paragraphs 3and 6 of this Constitution are unalterable in accordance with the Society Act.

BYLAWS

ARTICLE 1 – MEMBERSHIP

1) Voting membership in the Hart Highway Community Association shall be open to all persons residing within the Hart Highway boundaries who attend a minimum of three (3) Hart Highway Community Association meetings in the last twelve (12) months and agree to have their name added to the membership list, or a person who has a child attending a school within the associationā€™s boundaries and attends a minimum of three (3) Hart Highway Community Association meetings in the last twelve (12) months and agree to have their name added to the membership list.

2) Persons living outside the Hart Highway boundaries may become a voting member by applying and being accepted by the Association executive and attend a minimum of three (3) Hart Highway Community Association meetings in the last twelve (12) months and agree to have their name added to the membership list (Minimum 16 years of age).

3) It is the duty of each member, in order to remain in good standing in the Hart Highway Community Association, to uphold the constitution and comply with the bylaws of the association.

4) A person shall cease to be a member of the Association:

a) By delivering his/her resignation in writing to the Secretary of the Association or by mailing or delivering it to the address of the Association; or

b) On his/her death or, in the case of a corporation, on dissolution; or

c) The members may by special resolution, expel a member; or

d) On having been a member not in good standing for six (6) consecutive months.

5) The members may, by special resolution, expel a member, or remove a director before the expiration of the term of office, and may elect a successor to complete the term of office.

6)

a) A brief statement of reason or reasons for the proposed removal or expulsion shall accompany the notice of special resolution of removal or expulsion.

b) The person who is the subject of the proposed resolution for expulsion or removal shall be given an opportunity to be heard at the general meeting before the special resolution is put to a vote.

ARTICLE 2 – FISCAL YEAR

The fiscal year of the Society shall end on the 31st day of August each year unless otherwise determined by resolution of the Board of Directors.

ARTICLE 3 – BOARD OF DIRECTORS

a) The Directors of the Society shall be: Chairperson, Vice Chairperson, Secretary, Treasurer, minimum two (2) executive officers. These officers shall form the Board of Directors.

b) The officers shall be elected and shall take office at the Annual General Meeting (AGM).

ARTICLE 4 – ELECTION OF OFFICERS

a) The officers shall be elected and shall take office at the Annual General Meeting (AGM). Term of office for executive members shall be from one Annual General Meeting (AGM) to the next Annual General Meeting (AGM) when their successors will be elected.

b) A nomination person shall be appointed to select interested parties to become members of the board of Directors.

c) The nomination person shall prepare a slate of officers for the ensuing year and shall report the same at the AGM; provided that nominations may be made from the floor at the AGM; and such names shall be added to those recommended by the nominating person.

d) Consent of a nominee for election as a Director of the Society must be obtained before his/her nomination.

ARTICLE 5 – REPLACEMENT OF DIRECTORS OR MEMBERS

Vacancies may be filled by the Board of Directors as they occur and as the Board of Directors shall deem fit.

ARTICLE 6 – DUTIES OF DIRECTORS

The duties of the directors of the Society shall be:

The Chairperson shall preside at all meetings of the Board of Directors of the Society and shall supervise the other Directors and staff in the execution of their duties

ii) The Vice-Chairperson shall carry out the duties of the Chairperson during his/her absence

iii) The Secretary shall be responsible for: conducting the correspondence of the Society issuing notice of meetings of the Board of Directors

recording the minutes of each meeting and ensuring each member receives a copy

iv) The Treasurer shall be responsible for:

keeping the financial records, including books of accounts, necessary to comply with the Society Act; and

rendering financial statements to the Board of Directors at each meeting and upon request

v) The Board of Directors shall be responsible for carrying on the business and activities of the Society

vi) No Director shall receive remuneration for services to the Society

ARTICLE 7 – MEETINGS OF MEMBERS

The AGM of the Society shall be held in accordance with the Society Act upon a

date and at a time to be set by the Board of Directors

b) Meetings may be called by the Board of Directors at any time

c) At least fourteen (14) days notice of an Annual General Meeting of the Society shall be given the members, specifying the time and the place of such a meeting

d) No business shall be transacted at any Society meeting unless a quorum consisting of three members shall be *** present

e) At all meetings of the Society each member in good standing shall be entitled to one (1) vote

f) Voting by proxy is not permitted

g) Meetings of the Board of Directors shall be held from time to time at the call of the Chairperson in the event of refusal of neglect of the Chairperson to call a meeting of either the Board of Directors within five days of a written demand therefore by any two (2) members of the Board as the case may be, then at the call of such two (2) members

h) At least two days notice shall be given of all meetings of the Board of Directors No business shall be transacted at any meeting of the Board of Directors unless a quorum of three (3) voting members are present

j) All Board of Directors meetings shall be open to the public and published as such unless predetermined as an in-camera meeting

Article 8 – Minutes OF MEETINGS

Preparation and custody of Minutes of the AGM, meetings of the Board of Directors, also preparation and custody of other books, record, and accounts shall be the responsibilities of the Secretary and the Treasurer.

ARTICLE 9 – REVENUE AND EXPENDITURE

All revenue of the Society shall be considered general funds of the Society, unless otherwise designated, and are subject to the accounting procedures approved by the Board of Directors.

b) All funds expended by the Society shall be considered expenditures of the Society, and be subject to the approval of the Board of Directors and the accounting procedures of the Board.

c) All unbudgeted expenditures greater than $100.00 shall be reviewed by the Board of Directors.

ARTICLE 10 – BORROWING OF MONEY

The Board of Directors may, upon a three fourths vote majority, raise or borrow any sum of money not exceeding $12,000.00 for the purpose of the Society either at one time, or from time to time, at such a rate of interest and in such manner and form, and upon such security as shall be specified in such a resolution, and for this purpose may pay mortgage, pledge, hypothecate and charges all or any part of the property now held or hereafter to be acquired; provided however that in no case shall debentures be issued by the Society within the sanction of a special resolution of the Society.

ARTICLE 11 – FINANCES

The accounts of the Society shall as soon as practicable after the end of each fiscal year be examined, and their correctness ascertained by two (2) executive members.

ARTICLE 12 – INSPECTION

All books, accounts and records of the Society shall be open for inspection by the Board of Directors at all reasonable times for inspection by members of the Society in good standing upon application to the Board of Directors at such times and places as the Board of Directors shall deem fit.

ARTICLE 13 – AMENDMENTS

This constitution may be added to, altered or amended by special resolution passed by a three fourths majority or the members present at any Annual or General Meeting of the Society; provided that notice of any such addition, alteration or amendment shall have been mailed to members in writing, at least one month prior to such a meeting.

ART1CLe 14 – SEAL

The Seal of Society will be kept at the offices of the Society or such other place as the Board of Directors may from time to time designate, and shall be affixed when necessary in the presence of any two such officers of the Society as may be authorized by the resolution of the board of Directors.

Dated January 30, .2005

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