Wetaskiwin Search and Rescue Society Bylaws
a. In these bylaws:
- i. “Board” means the Board of Directors as provided for in these bylaws.
- ii. “Notice” means, with respect to any meeting other than for a special resolution, means notice in writing, electronically or by telephone at least seven days in advance of a meeting
- iii. “Special Resolution” means a resolution passed by 75% of members present at a meeting called on 21 days to all members.
- iv. “Tasking Agencies” means the agency who has requested WSAR services
- v. “Society” means the Wetaskiwin Search and Rescue Society.
a. Membership in the Society is open to any person who:
- i. Is 18 years of age or older,
- ii. Is a resident of the Province of Alberta,
- iii. Has successfully passed a “Criminal Records Check”, and
- iv. Has paid the annual membership fee.
b. Information provided by members to the Society shall be confidential and shall not be provided to any third party with the exception of being provided to tasking agencies as necessary
c. All members of the Society shall enter a writing agreement with the Society pertaining to the disclosure of information relative to operations.
d. The annual membership fee shall be set by the board.
e. The annual membership fee is payable on 1 July of every year.
f. The Secretary shall suspend each member who has not paid the annual membership fees by 31 July in each year.
g. Upon payment of the annual membership fee, a member suspended pursuant to (f) shall be reinstated.
h. Unless suspended, member may vote in all annual general meetings of the Society.
i. A member may resign from the Society by submitting written notice to the Secretary.
j. Any member may be expelled from the membership of WSAR by the majority vote of the Board for conduct to be contrary to the objectives of WSAR, or has, or may bring disrepute to WSAR. Any member removed from the membership may appeal that action to a committee established by the Board.
3. Officers and Directors
a. The Society shall elect at its Annual General Meeting from its members:
- i. A President
- ii. A Vice President
- iii. A Secretary
- iv. A Treasurer and
- v. Three Directors
b. The elected Officers shall have the following responsibilities:
- i. The President who shall preside over all meeting of the Society and Board. The President shall be an ex-officio member of all committees of the Society. The President shall have no vote in any committee or meeting, except in the case of a tie.
- ii. The Vice President who shall preside over all meeting of the Society and Board in the absence of the President.
- iii. The Secretary who shall keep the minutes and records at all meeting of the Society. The Secretary shall be responsible for all correspondence of the Society. The Secretary shall preside over all meeting of the Society and Board in the absence of the President and the Vice President.
- iv. The Treasurer who shall receive and disburse the funds of the Society. The Treasurer shall present a detailed account of the finances of the Society as and when requested by the Board. The Treasurer shall be responsible for completing the books of the Society for each fiscal year and submitting the books for audit.
c. Each Director shall have such responsibilities as may be assigned to them by the Board.
d. Each of the Officers and Directors shall serve their term of office until the next Annual General Meeting
e. Any vacancy in the Board may be filled by an election held on notice by a quorum of the members of the Society and or position may be filled by a board member
f. Any Officer or Director may resign their office by submitting written notice in writing to the Secretary
g. Upon special resolution, notice of which must be given in accordance with 1.1c, any Officer or Director may be removed from office for any cause the Society deems reasonable
h. Any member of the Board may be removed from office, by majority vote of the Board, for failing to attend three consecutive regular scheduled meeting of the Board, or a total of four board meeting in a calendar year. A meeting of the Board may be attended by one or more board members participating by way of telephone or other electronic means that allows participating board members to communicate simultaneously with each other. Any board member removed from office may appeal that action to the membership at the next general meeting.
4. Board of Governance
a. The Officers and Directors shall form the Board of Directors of the Society
b. The Board shall have the entire conduct and management of all the affairs of the Society, subject to the bylaws of the Society.
a. The fiscal year for the Society is 1 August to 31 July
b. The Society shall maintain such accounts as the Board deems appropriate in such banks, financial institutions, treasury branches or credit unions as it deems necessary
c. For the purpose of carrying out its objects, the Society may borrow or raise or secure the payment of money in such a manner as it thinks fits but this power shall only be exercised under the authority of a special resolution of the Society
d. The books, accounts and records of the Society shall be audited at least once per year by a duly qualified accountant or by two members of the Society elected by the membership for that purpose.
e. The election of two members of the Society as auditors may occur at any time
f. No Member of the Board may be an auditor
g. Signing authority on all accounts of the Society shall be any two of the three executive positions or such other members as may de designated in writing by all of the executive
h. A complete and proper statement of the books, accounts and records of the Society shall be presented at the Annual General Meeting by the Treasurer
i. The Auditors report shall be presented to a General Meeting of the Society not later than three months following the Annual General Meeting.
j. Any member of the Society may inspect the books, accounts and records of the Society at any reasonable time upon notice to the Treasurer and Secretary
k. The Board shall have access to the books, accounts and records to the Society at all times
6. General Meetings
a. The Secretary shall convene general meetings of the Society from time to time on the instruction of the Board
b. A meeting of the Society may be convened to consider a specific matter by one-third of the members submitting a petition in writing to the President
c. Notice for a general meeting shall be given in accordance with 1.1b
7. Special Meetings
a. The Secretary shall convene special meeting of the Society from time to time on the instruction of the Board
b. Notice for a special meeting shall be given in accordance with 1.1b
8. Board Meetings
a. The Board shall meet every quarter, or more often at the call of the President
b. A board meeting shall require the attendance of at least four members of the board. If less than four members of the board attend a meeting, the meeting shall be abandoned and the President shall give notice for a new meeting. Meetings may be held in person, electronically or in any other fashion approved by the Board
c. Notice of all meetings of the Board shall be given to all members of the Board
d. Any member of the Board may waive notice of a meeting to that member
e. Each Officer and Director is entitled to one vote at a board meeting
f. Any member of the Society may attend board meetings
g. Any two members to the Society may request a meeting of the Board to consider a specific matter by providing written notice to the President.
9. Annual General Meeting
a. The Society shall hold an Annual General Meeting on or before July 31 of each year
b. The Secretary shall provide notice of the AGM to each member in accordance with section 1.1c
c. The AGM shall be presided over by the President
d. The Board shall provide the members with a complete report of activities and undertaking of the Society since the last AGM
e. At the conclusion of the Boards report, the President shall ask for a member of the Society to chair the election process(The election Chair)
f. The Election Chair shall accept and announce nominations for the Officers and Directors of the Society for the next year
g. Each member of the Society shall be eligible to hold office as an Officer and Director
h. Any consenting member of the Society may be nominated in writing as an Officer or Director two weeks prior to the Annual General Meeting
i. In the event that no nominations are received for any of the positions by the two weeks, nominations may be made from the floor for any vacant position at a general meeting prior to the Annual General Meeting
j. On nominations being read, the President shall confirm the consent of the member nominated
k. Prior to the elections for each position, those nominated for the position shall be given a reasonable amount of time to make representation to the membership
l. All votes at any meeting shall be by a show of hands and the results recorder by the secretary
m. No vote shall be by proxy
n. At the conclusion of the Annual General Meeting, the books, accounts and records of the Society shall be transferred to the newly elected board.
a. The Society shall possess or use an official seal.
b. The Secretary
11. Registered Office
a. The Board may designate an address for the Society to which mail may be sent and the Board shall designate a Registered Office for the Society.
a. Quorum at any meeting of the Society is four members.
13. Amendment to Bylaws
a. These bylaws may only be amended by special resolution of the Society, notice of which must be given in accordance with 1.1c
a. Should Wetaskiwin Search and Rescue Society dissolve, any gaming assets remaining after paying debts and liabilities will be given to an eligible charity and or registered donee.