Constitution

 

Constitution

Chilliwack Social Research and Planning Council

1. The name of the society shall be the Chilliwack Social Research and Planning Council.
2. The purposes of the society are:
1. To conduct social issues research in the Chilliwack area;
2. To disseminate and analyse a variety of social research data for the community of social service providers and for the City of Chilliwack;
3. To contribute to the advancement of local social services;
4. To contribute to the development of a strong social service network in Chilliwack;
5. To contribute to the goals of community social and economic development;
6. To secure sufficient funds to enable social research and public education.
3. The purposes will be carried out on an exclusively charitable basis.
4. On the winding up or dissolution of this society, funds or assets remaining after all debts have been paid shall be transferred to a charitable institution with purposes similar to those of this society, or, if this cannot be done, to another charitable institution recognized by Canada Customs and Revenue Agency as qualified under the provisions of the Income Tax Act of Canada.
5. The purpose of the society shall be carried out without purpose of gain for its members.  Members shall serve the community rather than themselves, and any profits or other accretions to the society shall be used for promoting its purpose.
6. Paragraphs 3, 4 and 5 of this constitution are unalterable in accordance with the Society Act.
   

By-Laws
Schedule ‘A’

Chilliwack Social Research and Planning Council

As Revised 03-09-10

Part 1 – Membership 

1. The members of the society are the applicants for incorporation of the society, and those persons or organizations that subsequently have become members, in accordance with these bylaws and, in either case, have not ceased to be members.
2. Membership in the society is open to any organization that expresses commitment to the purpose of the society and upholds the constitution and complies with these bylaws.  All members shall be required to pay annual membership or subscription costs as determined by the directors as necessary to fund the activities of the society.
3. The annual subscription cost shall be determined by the directors and may be altered from time to time by the directors. 
4. A member organization shall cease to be a member of the society:
1. By delivering their resignation in writing to the Secretary of the society;
2. By having membership revoked; or
3. On having been a member not in good standing for 12 consecutive months.
5. A membership may be revoked by a 3/4 vote of members at a general meeting consequent to the moving of a special resolution.
1. A brief statement of the reason or reasons for the proposed action shall accompany a notice of this special resolution for expulsion.
2. The subject of this proposed resolution shall be given an opportunity to be heard at a general meeting before the matter is put to a vote.
6. All members are in good standing except a member who has failed to pay their current annual membership fee or any other debt due and owing by them to the society and they are not in good standing so long as the debt remains unpaid.

Part 2 – Meetings of Members

1. The annual general meeting of the society shall be held in each year at such date, time and place as the Board of Directors shall determine in accordance with the Society Act.
2. Every general meeting, other than an annual general meeting, is an extraordinary general meeting.
3. The directors may, when they think fit, convene an extraordinary general meeting.
4. A member in good standing present at a meeting or members is entitled to one vote.
1. The Chair shall determine whether a vote will be by ballot or by a show of hands.
2. Voting by proxy is not permitted.

Part 3 – Proceedings at General Meetings

3.1 The following shall normally constitute the proceedings at an annual general meeting:
      3.1.1 Reading of the minutes
3.1.2 Presentation of financial statements by the Treasurer.
3.1.3 Report of the Chair.
3.1.4 Report of Committees.
3.1.5 The election of directors.
3.2 A quorum is a majority of members in good standing, but never less than three members.  

1. If at any time during a general meeting there ceases to be a quorum present, business then in progress shall be suspended until there is a quorum present or until the meeting is adjourned or terminated.

Part 4 – Directors and Officers

1. The Board of Directors shall be made up as follows:
1. At each annual general meeting, each Subscribing Member shall appoint one voting member to the Board, who shall represent the interests of that Subscribing Member during all deliberations of the Board.
2. At each annual general meeting there shall be appointed from the community of Chilliwack such additional voting members of the Board as the meeting shall determine, provided that such number shall not exceed the number of voting members of the Board appointed by the Subscribing Members less one.
2. The board of directors may appoint such non-voting, ex-officio members as may be desirable.
3. Directors may retire from office at any annual general meeting where their successors shall be elected or appointed.
4. Directors shall serve one-year terms, subject to re-appointment or re-election at each annual general meeting.
5. If a director, appointed by a subscriber, resigns his/her office, or otherwise ceases to hold office, the subscriber shall appoint a replacement.
6. If a director, appointed from the community, resigns his/her office, or otherwise ceases to hold office, the remaining directors shall appoint a replacement to take the place of the former director.
7. Any director may be removed by special resolution before the expiration of their term.  In such cases, successors shall be named according to 6 and 7 above.
8. No director shall be remunerated for being or acting as a director but a director shall be reimbursed for all expenses necessarily and reasonably incurred by him/her while engaged in the affairs of the society.

Part 5 –Officers

1. The officers of the society shall be elected annually by the Board and shall consist of a: Chair; Vice-Chair; and Secretary-Treasurer.
2. The Chair shall preside at all meetings of the society and of the directors.
3. The Chair shall supervise the other officers in the execution of their duties.
4. The Vice-Chair shall carry out the duties of the Chair during his/her absence.
5. The Secretary-Treasurer shall:
1. Keep such financial records, including books of account, as are necessary to comply with the Societies Act; and
2. Render financial statements to the directors, members and others when required.
3. Ensure conduct of the correspondence of the society;
4. Ensure that a proper record of society proceedings is kept;
5. Ensure that notices of meetings are issued to directors and members;
6. Have custody of all records and documents of the society;
7. Maintain the register of members.

Part 6 -- Staff and Committees

1. The society shall appoint a Director of Research and other staff who shall serve at the pleasure of the board of directors.
2. The Board of Directors shall create, and may from time to time amend, job descriptions and schedules of remuneration for the Director of Research and any other staff hired by the society.
3. The Board of Directors shall create a Finance/Audit Committee and a Human Resource Committee to oversee those functions on behalf of the Board.
4. The Board of Directors shall, in consultation with the Director of Research, appoint such committees or task groups as may be deemed necessary.
5. The board of directors shall create appropriate terms of reference for any committees or task groups that are appointed.

Part 7 – Borrowing

1. No debenture shall be issued without the sanction of a special resolution passed at a general meeting of the membership.

Part 8 – Auditor

1. This Part applies only where the society is required or has resolved to have an auditor.

8.2 The board of directors shall select annually an auditor to examine the financial records of the society.

1. No director and no employee of the society shall be auditor.
2. The auditor may attend general meetings.

Part 9 – By-Laws

• On being admitted to membership, a member is entitled to and the society shall give him/her, without charge, a copy of the constitution and by-laws of the society.
• These by-laws shall not be altered or added to except by special resolution passed at a general meeting of the membership.