RULES
July 14, 2013
This Association,
which is formed by volunteers, is a bilingual, sociocultural, and non-profit
organization.
RULE 1
General
information
1.1 Registered name
The official
name of the association is: Association
Grand Lac Rond (Lac Roddick), as stipulated in the Letters Patent of
May 19, 2005 of the Registraire des entreprises du Québec.
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1.2 Objectives
The purpose of the
Association is to protect the interests and well-being of its members, to encourage
shoreline residents to adopt ways and means to ensure the protection of
the environment and the water quality of the lake, and to establish
and maintain contacts with
various municipal and government
authorities.
The means to achieve these goals are:
(1) to educate residents about their rights, obligations and responsibilities; (2) to be the spokesperson of the majority of the members with the authorities; (3) to promote healthy customs or lifestyles which are respectful of the natural environment; (4) to promote hunting and fishing regulations, as well as boating safety rules; (5) to encourage fishing by stocking fish; (6) to organize annual subscription campaigns in order to raise funds to cover operating expenses. |
1.3 Juridiction
The Association
is formed of the property owners and their immediate family who reside either
on a permanent or seasonal basis on Grand Lac Rond and who have paid their
membership fees as stiplulated in Rule 2.2.
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1.4 Fiscal year
The fiscal year ends on June 30 of each year.
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RULE 2
Member,
membership fees
2.1 Member
A member is
a person who meets the requirements of Rule 1.3 and who has paid their
membership fee as stipulated in Rule 2.2.
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2.2 Membership fees
To ensure
the proper functioning of the Association, the annual membership fee is set
by the Board of Directors at least 60 days before the beginning of the next
financial year.
Once paid, the fee is not
reimbursable.
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RULE 3
The Annual
General Assembly
3.1 Annual General Assembly
a)
An Annual
General Assembly is held
within 60 days following the beginning of the fiscal year to elect a new Board of Directors and to discuss achievements, projects and
activities of the Association.
b)
A notice convening the
Annual General Assembly shall be communicated by
the President, stating the date, time and place of the meeting at least twenty-one (21) days prior to the
meeting.
c)
An Agenda is prepared by the
President and distributed with the notice convening
the meeting.
d)
To prevent the meeting from lasting too long, the Agenda should
specify the time allocated for each item. At the discretion of the President, the time may be extended
and the number of interveners established.
e)
If a member wishes to add an
item to the Agenda for
discussion and / or a vote,
the member should notify the President
of such an item at least fourteen (14) days prior to the date of the Assembly. Otherwise, the item will
be discussed under 'Varia' for a maximum of ten minutes, but without being subject to a vote.
f)
The quorum consists
of twenty (20) members in good standing.
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3.2 Powers
and functions of the Annual General Assembly
The Assembly shall
(1)
elect the members of the Board of Directors according to the procedure defined in Rules
4.4 to 4.6;
(2)
suggest some projects to the Board,
if it sees fit;
(3) suggest changes to the Rules of the Association;
(4) approve by resolution the annual report of the Treasurer;
(5) discuss matters raised by members before or during
the annual meeting.
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3.3 Decisions of the General Assembly
a)
All
resolutions or proposals submitted to the General Assembly
are open to discussion. After the discussion, the President calls for
a vote.
b)
Only members in good standing are
entitled to vote (one vote per membership). Proxy votes are not valid.
c)
The
President declares a resolution
or proposal either adopted or rejected by the results of a show-of-hands vote by
members.
d)
Immediately
after the President declares the adoption or rejection of a resolution or a
proposal by a show-of-hand vote, ten (10) members may request a secret ballot of all
the members present. A secret
ballot is conducted by the
President who can deliver a
casting vote in the case of an equality
of votes under Rule 4.8.
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RULE 4
Management of the
Association
4.1 Board of Directors
The
management of the Association is administered by the Board of Directors
formed by up to seven (7) members who may vote. The quorum is a majority of
the members.
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4.2 Meetings of the Board of
Directors
The Board
shall meet at least two (2) times per year. The meetings may take place on
the internet or by conference call.
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4.3 Powers and functions of the Board of
Directors
The Board of
Directors
(1) fulfills the mandates entrusted to it by the General Assembly and submits a report;
(2) ensures the proper administration of the Association and carries out on its behalf all the powers granted by these Rules;
(3) prepares and submits a summary of revenues and
expenditures for the last financial
year;
(4) forms committees, defines their
mandates, approves their composition and assigns responsibilities after consultation
with stakeholders;
(5) accepts membership
applications and receives resignations;
(6) proposes, if appropriate, rules
to govern the administration of
the affairs of the Association;
(7) proposes the adoption, amendment or repeal
of these Rules;
(8) approves by resolution the expenses of members of
the Board of Directors or its committees.
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Election
of the members of the Board of Directors and the length of mandates
4.4 Election
a)
The members of the
Board of Directors are elected at the Annual General Assembly.
b)
If the outgoing
President does not seek re-election, he or she may act as Presiding Officer
for the Elections.
c)
If the outgoing
President seeks re-election, he or she asks the Assembly to choose a
Presiding Officer for the Elections.
d)
The Presiding
Officer for the Elections shall request and note the nominations for the
seven (7) positions on the Board of Directors. He or she then verifies
whether the candidates proposed agree to present themselves. If there are
more than seven (7) candidates, the Presiding Officer for the Elections
proceeds to hold a secret vote.
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4.5 Length of mandates
The members of the Board of Directors are
elected for a mandate of one (1) year, effective at the end of the General
Assembly.
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4.6 Re-election
The members of the Board of
Directors may be re-elected at the expiration of their mandates.
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4.7 Vacancy/Resignation
The
positions left vacant on the Board of Directors, or one of its committees,
may be filled by the Board until the expiry of its mandate.
After three
(3) consecutive absences without reason from convened meetings of the Board,
a member of the Board is removed from office.
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4.8 Functions of the members
of the Board of Directors
Following the Annual General Assembly, the duly elected Board of
Directors chooses a President and a Treasurer from among its members.
President
The President is:
(1)
responsible
for the oversight of the
administration;
(2)
chairs the General
Assemblies and Board of Director meetings;
(3)
signs any document that is the
responsibility of the Association;
(4)
exercises a casting vote in case of an equality of votes at General Assemblies
or meetings of the Board of Directors;
(5)
prepares the
agenda and convenes the members
at meetings of the Board;
(6)
decides procedural
matters at the General Assembly;
(7)
ensures that
decisions taken at meetings of
the Board and the Annual
General Assembly are implemented;
(8)
sends the
notice of the Annual General Assembly to all members at least twenty-one (21) days before the date of the
Assembly;
(9)
prepares and sends correspondence;
(10) signs cheques issued in the name of the
Association with the Treasurer.
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Past President
The Past
President is an honourary member of the Board of Directors for one year,
without the right of vote.
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Following the Annual General Assembly, the duly elected Board of
Directors chooses a Secretary who is not necessarily a member of the Board of
Directors.
Secretary
The Secretary:
(1) prepares the minutes of
meetings of the Board of Directors and the Annual General Assembly;
(2) prepares documents for the Annual General Assembly;
(3) receives and archives all official documents of the Association;
(4) has custody of the minutes and
all the records of the Association;
(5) assists the President in his or her functions.
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Treasurer
The Treasurer:
(1) maintains a list of the names
of all members in good standing of the Association;
(2) assumes the care and custody of
the funds of the Association and books of account;
(3) deposits the funds of the Association in a financial institution as determined by the Board of Directors;
(4) provides an annual report to the Board of Directors and to
the Annual General Assembly;
(5) signs the cheques issued in the name of the
Association with the President;
(6) submits an annual report
to the Financial Auditor for approval at the end of the fiscal year.
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Directors
The other
members of the Board of Directors (called Directors) participate in the
different activities and committees of the Association and assist the President
in his or her functions.
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4.9 Functions of the Financial Auditor
The Financial Auditor is appointed by
resolution of the Annual
General Assembly for a term of one
year, which is renewable.
The Financial Auditor should verify
the financial statement of the
Treasurer and submit a report to the General Assembly.
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RULE 5
Committees
5.1 Purpose
Committees may be formed
by the Board of Directors in
order to facilitate the administration of the affairs of the Association.
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5.2 Authority
Committees report to the Board of
Directors.
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5.3 Expenditures
A committee may
not make expenditures on behalf of the
Association without the prior written approval of the Board of Directors.
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5.4 Reimbursement of expenses
Members of the Board of Directors and various committees are entitled to have
their expenses reimbursed on presentation of supporting documents (for expenses which have
been officially approved in advance).
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RULE 6
Amendments to the Rules
6.1 Amendments to the Rules
These Rules may be amended as
follows:
(1) A member who wishes to propose
amendments to the Rules must
first submit the proposal to
the Board at least thirty (30) days
before the Annual General Assembly;
(2) After reviewing the
proposals, the Board submits its recommendations to the General
Assembly;
(3)
A two-thirds (2/3) vote at the General Assembly shall be
required for approval of amendments to the Rules;
(4)
The amended
Rules come into force upon adoption by the General Assembly.
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RULE 7
Dissolution of the Association
7.1 Dissolution
The Association may be dissolved by a resolution to that effect
adopted by two-thirds (2/3) of members present at a special meeting called
for that purpose and chaired by the outgoing President.
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Once the debts of
the Association have been paid,
the members present decide on the manner that any remaining balance is to be
disposed of.
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Adopted on: July 14, 2013
Amended on:
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