BURQUITLAM COMMUNITY ORGANIC GARDENS SOCIETY
Table of Contents
1. Interpretation 2
2. Membership 2
3. Meetings 3
4. Directors: 5
5. Duties of the Officers: 6
6. Borrowing: 7
7. Audit: 7
8. Notices to Members. 7
9. Changes to Bylaws. 7
10. Non-Political: 7
11. Dissolution 8
1. The name of the society is: “Burquitlam Community Organic Gardens”
2. The purposes of the society are:
a. to provide opportunities for no-profit, recreational fruit, flower and vegetable gardening
b. To provide horticultural advice based on organic gardening techniques
c. To promote an awareness of, and experience in, the natural process of food growing in an increasingly technological age.
The Bylaws of the Burquitlam Community Organic Gardens Society (hereinafter referred to as “the Society”) are:
1) In these bylaws, unless the context otherwise required:
a. “Directors” means the Directors of the Society for the time being;
b. “Society Act” means the Society Act of the Province of British Columbia from time to time in force and all amendments to it;
c. “registered address” of a member means his address as recorded in the register of members;
d. The definitions in the Society Act on the date these bylaws became effective apply to these Bylaws.
2) Words implying the singular include the plural and vice versa; and words implying a male person include a female person and a corporation
1. The members of the Society are the applicants for incorporation of the Society and those persons who subsequently have become members in accordance with these Bylaws and, in either case, have not ceased to be members.
2. Any person, family or organization interested in the concept of organic gardening may be accepted as a member upon application to the Society and upon payment of the annual dues.
3. Every member shall sign a statement saying that he will uphold the constitution and comply with these Bylaws and on-site garden rules and regulations.
4. The amount of the first annual membership dues shall be determined by the Directors and after that the annual membership dues ad plot rental fees shall be determined at the Annual General Meeting.
5. A person shall cease to be a member of the Society:
a. By delivering his resignation in writing to the Secretary of the Society or by mailing it to the address of the Society;
b. On his death or in the case of a corporation on dissolution;
c. On being expelled or;
d. On having been a member not in good standing for four consecutive months.
a. A member may be expelled by a special resolution of the members passed at a General Meeting. Reasons for expulsion include failure to meet membership obligations as set out in these Bylaws or the on-site garden rules and regulations, criminal activity, and or threats or actions found to be highly objectionable by other members.
b. The notice of special resolution of expulsion shall be accompanied by a brief statement of the reason or reasons for proposed expulsion.
c. The person who is the subject of the proposed resolution for expulsion shall be given an opportunity to be heard at the general Meeting before the special resolution is put to a vote.
7. All members are in good standing except a member who has failed to pay his current annual membership fee and he is not in good standing so long as the fee is outstanding.
1. The Annual General Meeting shall be held on the day set by the Directors, such day being between October 15 and November 15 of each calendar year at such place as the Directors may decide.
2. The Directors of the Association shall hold executive Meetings at the discretion of the President. A majority of the Directors of the Association may call General Meetings at such times as they may think necessary.
3. Ever General Meeting, other than an Annual General Meeting, is an Extraordinary General Meeting.
4. Fourteen days’ notice calling the Annual General Meeting or an Extraordinary General Meeting shall be given by forwarding a circular letter to each member. At any such meeting fifteen members shall constitute a quorum and at a meeting of the Board of Directors, three officers shall constitute a quorum.
5. The President of the Society, the Vice President or, in the absence of both, one of the other Directors present, shall preside as Chairman of a General Meeting.
6. If at a general Meeting there is no President, vice President or other Director present within fifteen minutes after the time appointed for holding the meeting or the President an all the other Directors present are unwilling to act as Chairman, the members present shall choose one of their number to be Chairman.
a) A member in good standing at a meeting of members is entitled to one vote.
b) Voting at a General Meeting shall be done by a show of hands or by ballot if demanded by three members, or at the discretion of the Chairman.
c) Voting by proxy is permitted by submission of a detailed letter to the Secretary prior to the meeting. A member in good standing may not carry more than five proxy votes.
8. A corporate member may vote by its authorized representative and that representative shall be reckoned as a member for all purpose with respect to a meeting of the Society.
9. The order of business at meetings of the Society shall be as follows:
a. Roll call of officers and members;
b. Reading of minutes;
c. Communications and bills;
d. Application of new members;
e. Reports of committees and delegates;
f. Unfinished business;
g. New business;
10. All meetings hall be adjourned not later than 9:30 pm
11. Save as otherwise herein contained, the Roberts Rules of Order shall govern all meetings of the Society
1. The Board of Directors of the Society shall consist of a President, Vice President, Secretary, Treasurer, the immediate past President and not less than one nor more than five Directors, all to be elected by the general membership at the Annual General Meeting.
2. The members of the Board of Directors shall constitute the Executive of the Society.
3. The President, Secretary and any odd numbered Directors shall be elected in odd number of years. The Vice President, Treasurer and even numbered Directors shall be elected in even numbered year.
4. The President shall not hold office for more than two consecutive terms. All other Directors are limited to four consecutive terms in any one office.
5. The order of election of officers shall be as follows: Secretary, President, Vice President, Treasurer and the other Directors in that order.
6. Any Director or other officer may be expelled at any meeting for misconduct or other willful breach of the Constitution and Bylaws of the Society, but a majority of three-fourths of those present at such a meeting must vote for expulsion.
7. The Board of Directors may execute on behalf of the Society all such matters as are within the legitimate objectives of the Society and in accordance with the Bylaws. All such acts and orders under the powers delegated to them shall be as valid an effectual as the orders of the Society In general Meeting.
8. The Directors may at any time and from time to time appoint a member as a Director to fill a vacancy on the Executive. A Director so appointed holds office only until the conclusion of the following Annual General Meeting of the Society, but is eligible for re-election at the meeting.
9. The members may by special resolution remove a Director before the expiration of this term of office and may elect a successor to complete the term of office.
10. No Director shall be remunerated for being or acting as a Director but a Director shall be reimbursed for all necessary expenses reasonably incurred by him while engaged in the affairs of the Society.
5. Duties of the Officers:
1. The President shall preside at all meetings of the Society and of the Directors and shall be a member ex officio of all committees
2. The President is the Chief Executive of the Society and shall oversee the other officers in the execution of their duties
3. The Vice President shall assist the President in the discharge of his duties, and in the event of the absence of the President, shall officiate in his place.
4. The Secretary shall:
a. Conduct the correspondence of the Society and Directors
b. Issue notices of meetings of the Society and Directors;
c. Keep minutes of all meeting of the Society and Directors;
d. Have custody of all records and documents of the Society except those required to be kept by the Treasurer;
e. Maintain the register of members.
5. The Treasurer shall:
a. Keep a full set of books and accounts to show the financial position of the Society;
b. Deliver to the Directors a report at every Executive and General Meeting and at any time they may require the same;
c. Submit a full report to the Society at the Annual General Meeting;
d. Pay into a chartered bank or recognized credit union approved by the Directors all moneys received and all cheques drawn on such account shall be drawn in the name of the Society only and signed by the Treasurer with either the President, the Vice President or the Secretary.
e. Pay all bills over $500 that have been authorized by a quorum at a General Meeting.
6. The Immediate past President will provide continuity from one Executive to the next, advise the President and officiate in the absence of both the President and Vice President.
7. All minutes and records shall be open for the inspection of any member at any time within business hours of the Society, upon appointment, at the home of the Treasurer or Secretary or at such other place as may be from time to time specified by the Directors.
For the purposes of carrying on its objects, the Society may borrow or raise or secure the payment of money in such manner as it thinks fit. None of these powers shall be exercised without sanction of a financial resolution. A financial resolution shall be treated as a special resolution with the exception of filing to the Ministry. “Special Resolution” means a resolution passed by a majority of three-fourths ( ¾ ) of the members entitled to vote as are present in person at a General Meeting of which notice specifying the intention to propose the resolution as been duly given.
The books of the Society shall be audited before the Annual General Meeting by up to three members of the Society at large. The auditors may not be a member of the executive nor one of the Directors. At least one of the auditors must present the report at the Annual General Meeting.
8. Notices to Members.
1. A notice may be given to a member either personally or by mail at his registered address
2. A notice sent by mail by shall be deemed to have been given on the second day following that on which the notice is posted and in proving that notice has been given it is sufficient to prove the notice was properly addressed and put in a Canada post office receptacle.
3. Notice of General Meeting, an extraordinary General Meeting or the Annual General Meeting shall be given to everyone shown on the register on the day notice is given.
4. On being admitted to membership each member is entitled to and the Society shall give him, without charge, a copy of the constitution, laws of the Society and a copy of the garden on-site rules and regulations.
9. Changes to Bylaws.
1. These Bylaws shall not be altered or added to except by special resolution as set out by the Societies act.
2. Major changes to the Bylaws or operating guidelines will be submitted to City of Coquitlam and as required to the Parks and Leisure department for approval
The Society shall have no political affiliations whatsoever and shall not be connected directly or indirectly with any political party.
Upon the winding up or dissolution of the Society the funds or assets remaining after all debts are paid shall be transferred to the Burquitlam Community Association.