SOUTH EAST COMMUNITY LEAGUES ASSOCIATION
MARCH 22, 2000
AMENDED MAY 17, 2001, APRIL 17, 2003, MARCH 22,2012, FEBRUARY 25, 2016, MARCH 22, 2018
ARTICLE 1 - NAME
1.1 The name of the organization shall be the SOUTH EAST COMMUNITY LEAGUES ASSOCIATION, hereinafter referred to as “the Association.”
ARTICLE 2 - DEFINITION
2.1 For the purpose of the Association, the term SOUTH EAST COMMUNITY LEAGUES ASSOCIATION shall mean that the portion of the City of Edmonton described as the geographical description encompassing the communities known as Avonmore, Capilano, Forest/ Terrace Heights, Fulton Place, Gold Bar, Holyrood, Idylwylde, Kenilworth, Ottewell, Strathearn, and Cloverdale.
ARTICLE 3 - PURPOSE
3.1. The purpose of the SOUTH EAST COMMUNITY LEAGUES ASSOCIATION shall be to improve the efficiency and effectiveness of its member organizations by:
3.1.1. Doing everything possible to ensure the existence of its member Community Leagues, thereby promoting the principle and ensuring the continuance of this public good endeavour.
3.1.2. Facilitating and encouraging its member organizations in their provision of public good community programs.
3.1.3. Facilitating the provision of training and support opportunities to the Officers and Members of its member organizations.
3.1.4. Facilitating the preparation and regular review of the communities’ development plan.
3.1.5. Representing the communities’ unanimously supported interests before Edmonton City Council.
3.1.6. Facilitating effective community representation through education and provision of resources.
3.1.7. Maintaining and enhancing the existing character, liveability, and quality of life in our communities.
ARTICLE 4 - ORGANIZATION
4.1The Association shall be composed of members as hereinafter set out and it shall be governed by these Bylaws.
ARTICLE 5 - MEMBERSHIP
Any of the Community Leagues, in good standing, as mentioned in Article 2.1 may become a member upon payment of the established annual membership fee as determined from time to time.
Each member Community League may elect or appoint one official representative and any number of alternatives, whose election or appointment must be certified in writing by the President of the Member Community League prior to the meeting being called to order.
ARTICLE 6 - MEMBERSHIP FEE AND BUDGET
6.1 The annual budget for the Association and proposed annual membership fees shall be submitted to each member Community League 60 days prior to the Annual General Meeting of the Association for the approval of the individual member Community Leagues. With the approval of the individual Leagues, the budget and membership fees shall be adopted at the Annual General Meeting of the Association.
6.2 The Association may NOT borrow funds for any purpose.
ARTICLE 7 - REGULAR GENERAL MEMBERSHIP MEETINGS
7.1 The dates of Regular General Membership Meetings of the Association shall be established at the Annual General Membership Meeting, with a minimum of three per year.
7.2 At least 2 (two) weeks notice in writing shall be given to the representatives of all members of the date, time, and location of the meeting.
ARTICLE 8 - ANNUAL GENERAL MEETING
8.1 The Annual General Meeting of the Association shall be held each year on a date which shall not exceed 90 (ninety) days after the end of the fiscal year. The fiscal year shall be the calendar year, that is, January 1 to December 31.
8.2 At least 21 (twenty one) days notice in writing shall be given to the representative and the President of the member Community Leagues of the date, time, and location of the meeting.
8.3 If within one hour from the time appointed for the Annual General Membership Meeting a quorum (see Article 12) is not present, it shall stand adjourned to the same day in the next week at the same time and place, and if at the subsequent meeting a quorum is not present, the members present shall constitute a quorum.
8.4. Order of business at the Annual General Membership Meeting will be as follows:
8.4.1. Roll Call
8.4.2. Minutes of the previous Annual General Membership Meeting
8.4.3. Business arising out of the Minutes
8.4.4. Unfinished Business
8.4.5. New Business
8.4.7. Election of Officers
8.4.9. Appointment of Auditor(s)
8.4.10. Amendment to the Bylaws
ARTICLE 9 - SPECIAL GENERAL MEETING
9.1 A Special General Membership Meeting may be called at the discretion of the Chairperson, and must be called within 14 (fourteen) days following receipt of a written request signed by not less than 1/3 (one third) of the Members.
9.2 All members shall receive at least 14 (fourteen) days written notice of the date, time, and location of any Special General Membership Meeting. The 14 day notice period may be waived by the unanimous consent of the Members, and must be confirmed in writing at the meeting.
9.3 Only the specific business for which a Special General Membership Meeting has been called will be dealt with.
9.4 The accidental omission to give any notice of any meeting to any members shall not invalidate the proceeding of any such meeting.
ARTICLE 10 - VOTING
10.1 A Member in good standing shall be entitled to one (1) vote in all Regular, Special, and Annual General Meetings of the Association.
10.2 At all Annual, General, or Special General Membership Meetings of the Association, voting shall be by a show of hands unless a vote by ballot is requested.
10.3 Decisions shall be reached by a simple majority unless otherwise required by the Bylaws of the Association or the Societies Act.
10.4 Electronic communication for the purpose of considering a motion (an “electronic motion”) by the Board is permitted by email, by conference telephone call or otherwise only if information will be provided to the Secretary at the next face-to-face meeting of the Board to enable the Secretary to record the motion and the results of the vote accurately. The communication will allow for adequate discussion of the motion prior to voting and voting will have a deadline so as to require a response within a time frame, so members are clear when voting on an items is closed. The Secretary will include a report of the email motion in the minutes of the next face-to-face.
ARTICLE 11-QUORUM — REGULAR, SPECIAL, AND ANNUAL GENERAL MEMBERSHIP MEETINGS
11.1 The quorum necessary for the transaction of business shall not be less than fifty (50) percent of Regular Members entitled to vote.
ARTICLE 12 - OFFICERS
12.1 Any individual in good standing of a Member Community League shall be eligible for election as an Officer.
12.2 No individual may hold more than one position.
12.3 No individual may hold the same position for more than two (2) consecutive terms.
12.4 The business of the Association shall be conducted by the members at a Regular, Special, or Annual General Membership Meeting.
12.5 The elected officers of the Association shall be the following:
Chairperson, Vice Chairperson, Treasurer, and Recording Secretary.
12.6 Tenure: All positions will be elected for 2 (two) year terms. Such elections will be held in alternating years. The Chairperson and Treasurer will be elected on even numbered years and the Vice-Chairperson and Recording Secretary shall be elected on odd numbered years.
12.7 No officer of the Association shall be entitled to receive any remuneration for their services.
12.8 The offices of Treasurer and Recording Secretary may be combined and/or separated, for any period of time, by majority vote at any meeting properly called and constituted.
12.9 The Officers shall, subject to the Bylaws or directions given it by majority vote at any meeting properly called and constituted, have full control and management of the affairs of the association.
ARTICLE 13 - DUTIES OF THE OFFICERS
13.1 Chairperson: The Chairperson shall preside at all meetings of the Association and will call special meetings of the Association whenever he or she deems it necessary or upon written request of 1/3 (one third) of the Association’s members. The Chairperson shall be an ex officio member of all committees, and the official spokesperson for the Association.
13.2 Vice Chairperson: The Vice Chairperson shall perform the duties of the Chairperson in the event of absence, resignation or inability to perform duties. The Vice Chairperson shall further act as Parliamentarian and ensure Bylaws are complied with.
13.3 Treasurer: The Treasurer shall have charge of the funds of the Association in accordance with the directions of the Membership. The Treasurer shall have custody of all financial records and prepare the annual budget for presentation at the Annual General Membership Meeting.
13.4 Recording Secretary: The Recording Secretary shall keep all minutes, records, and correspondence of the Association, preparing minutes of the Regular, Special, and Annual Membership Meetings. The Recording Secretary shall have charge of the Seal of the Association. The Seal, whenever used, shall be authenticated by the signature of the Recording Secretary and the Chairperson, or, in the case of inability of either to act, the Vice Chairperson as determined by the Members. The Recording Secretary shall further maintain Membership records.
ARTICLE 14 - COMMITTEES
14.1 The Association in a Meeting may create such Standing or Ad Hoc Committees as deemed necessary, and shall define the purpose and responsibilities of such Committees.
ARTICLE 15 - VACANCIES
15.1 Should a vacancy occur among the Officers, the Membership at a Regular General Membership Meeting or an Annual General Membership Meeting may elect a person to complete the remainder of the term
ARTICLE 16 - FINANCIAL STATEMENT
16.1 At the Annual General Membership Meeting a chartered accountant or two Association members not having signing authority shall be appointed to examine the financial records of the Association. The financial statement will be presented to the next Annual General Meeting following the fiscal year end.
ARTICLE 17 - INSPECTION OF RECORDS
17.1 The Treasurer shall cause such financial books and records to be kept by the Association as may from time to time be determined by the General Membership and as may be required by the provisions of the Societies Act.
17.2 The records of the Association may be inspected by any member of the Association upon giving seven (7) days written notice for arranging a time satisfactory to the officer or officers having charge of the same.
17.3 All bills, notes, cheques, debentures and other papers and documents which pertain to the finances of the Association, shall be signed by the Treasurer, and co-signed by the Chairperson or Vice-Chairperson
17.4 The Membership at a General Membership Meeting may authorize the opening of one or more bank accounts for the Association at any chartered bank, credit union, trust company or Treasury Branch.
ARTICLE 18 - INDEMNITY
18.1Every Officer or other servant of the Association is indemnified by the Association against all cost, losses, and expenses incurred by them respectively in or about the discharge of their respective duties except as happens from their own respective willful neglects or defaults.
ARTICLE 19 - MONEYS OWING
19.1 All moneys owing to the Association by the members shall be due and payable within 30 (thirty) days of invoicing.
19.2 Penalties for late payment or nonpayment of moneys due shall be as determined by the Association.
19.3 Returned cheques shall accrue an additional service charge to be determined by the Association and to replace in cash or money order.
ARTICLE 20-AMENDMENTS TO THE BYLAWS
20.1 All proposed amendments to the Bylaws shall be forwarded to the Chairperson no later than 60 (sixty) days prior to the Annual General Membership Meeting or a Special General Meeting called for that purpose.
20.2 Copies of the proposed amendments to the Bylaws shall be sent to all members by the Chairperson of the Association not less than 45 (forty-five) days prior to the General Meeting or Special Meeting at which they will be considered.
20.3 Amendments to the Bylaws will require 3/4 (three quarters) majority vote of the members present at the Meeting unless otherwise required by the Societies Act.
20.4 Proxy votes are allowed and are to be counted only on the specific amendment as circulated in writing.
ARTICLE 21 - WITHDRAWAL OF MEMBERS
21.1 Any Member wishing to withdraw from membership may do so upon written notice to the Association.
21.2 The Association, by special resolution, approved by ¾ (three-quarters) majority vote of the Membership, shall have the right to suspend membership of any member who:
21.2.1 fails to comply with the Bylaws of the Association.
21.2.2 by decision of the Association and after a full and proper hearing, at which just and sufficient cause can be shown that there has been conduct harmful to the well-being of the Association and its purposes.
ARTICLE 22 - WITHDRAWAL OF OFFICERS
22.1 An Officer may retire from his/her office upon giving notice to the Association in a General Meeting, or to the Chairperson of the Association, and such retirement shall take effect in accordance with such notice.
22.2 The office of any Officer shall ipso facto be vacated if he or she ceases to have a current membership in a Member Community League or if he or she is absent from three consecutive meetings without good cause.
22.3 The Association, by special resolution, approved by ¾ (three-quarters) majority vote of the Membership, may remove any Officer before the expiration of his or her term in office and shall elect another member in his or her stead. The person so elected shall hold office during the time only as the officer in whose place he or she was elected would have held the same if he or she had not been removed.
22.4 If an Officer is in a perceived conflict of interest, the Association may ask that person to resign.
ARTICLE 23 - PARLIAMENTARY AUTHORITY
23.1 The rules contained in Robert’s Rules of Order, 1990 Edition shall govern the proceedings at all meetings and in all cases where they are applicable, provided that they are not inconsistent with these Bylaws or the requirements of the Societies Act.