KAPASIWIN CITIZENS ON PATROL SOCIETY BYLAWS
(amended May 25, 2009)
(Incorporated in the province of Alberta on August 9, 2007 Corporate Access Number: 5013427199)
0.1 SOCIETY NAME - The name of the organization shall be known as the “ Kapasiwin Citizens on Patrol Society or KCOPS” and shall be called hereinafter the “society”.
0.2 NEW MEMBERSHIP – membership fee, if any in the society shall be determined from time to time by the members at large at a general meeting. Any person being of full age of 18 years, may become a member upon successfully completing a society application and security clearance with the Stony Plain RCMP Detachment and having read the supplied Alberta Citizens on Patrol Basic Training Manual.
0.3 TERMINATION OF MEMBERSHIP - Any member who wishes to terminate his/her membership may do so notifying any member of the board of their resignation.
Any member, upon a majority vote of all members of the society executive board in good standing, may be expelled from membership for any cause which in the society may deem reasonable, especially for any act or behaviour in contravention of the code of ethics contained within the most current version of the Alberta Citizens on Patrol Basic Training Manual.
0.4 BOARD OF DIRECTORS – Board of Directors, Executive Committee or Board, shall mean the Board of Directors of the Society. The Executive Committee of the society shall include a President, Vice-President, Secretary- Treasurer and Programs Coordinator.
The Board shall, subject to the by-laws or directions given it by majority vote at any meeting properly called and constituted, have full control and management of the affairs of the society and meetings of the Board shall be held as often as may be required and shall be called by the president.
A Special meeting may be called for any time on the instructions of any two members provided they request the President to call such a meeting and state the business to be brought before the meeting.
Regular meetings of the Board shall be called at least 10 days in advance. Any three members shall constitute a quorum and meetings shall be held without notice if a quorum of the Board is present provided however that any business transactions at such meeting shall be ratified at the next regularly called meeting of the Board; otherwise they shall be null and void.
0.5 PRESIDENT – The President shall be ex-officio a member of all Committees. He/she shall, when present, preside at all meetings of the society and of the Board. In his/her absence, the Vice-president shall preside at any such meetings. In the absence of both a chairperson may be elected at the meeting to preside.
0.6 VICE-PRESIDENT – The Vice-President shall serve in place of the President when the President is not at a regular meeting or is unable or unwilling to serve as President.
0.7 SECRETARY – It shall be the duty of the secretary to attend all meetings of the society and of the Board, and to keep accurate minutes of the same. In case of absence of the Secretary his/her duties shall be discharged by such officers as may be appointed by the Board. The Secretary shall have charge of all the correspondence of the society and be under the direction of the President and the Board. The Secretary shall also keep a record of all members of the society and their addresses, send all notices of various meetings as required, and collect and receive the annual dues or assessments levied by the society. Such monies shall be promptly turned over to the Treasurer for deposit in a Bank, Trust Company, Credit Union or Treasury Branch as required.
0.8 TREASURER – The Treasurer shall receive all monies paid to the society and be responsible for the deposit of same in whatever Bank, Trust Company, Credit Union or Treasury Branch the Board may order. He/she shall present a full detailed account of receipts and disbursements to the Board whenever requested and shall prepare for submission to the Annual Meeting a statement duly audited of the financial position of the society and submit a copy of same to the Secretary for the records of the society. The Office of the Secretary and Treasurer may be filled by one person if any annual meeting for election of officers shall so decide.
0.9 PROGRAMS COORDINATOR – The programs coordinator shall liaise with the membership to manage the patrol schedules and custodian of the patrol equipment. Only Board Members are authorized to liaison with the Stony Plain RCMP Detachment regarding the business affairs of the society.
0.10 AUDITING – The books, accounts and records of the Secretary and Treasurer shall be audited at least once each year by a duly qualified accountant or by two members of the society elected for that purpose at the annual meeting. A complete and proper statement of the standing of the books for the previous year shall be submitted by such auditor at the Annual Meeting of the Society. The fiscal year of the society in each year shall be August 1. The books and records of the society may be inspected by any member of the society at the Annual Meeting or at any time upon giving reasonable notice and arranging a time satisfactory to the officer or officers having charge of same. Each member of the Board shall at all times have access to such books and records.
0.11 MEETINGS – This society shall hold an annual meeting on or before July 30 in each year of which notice by email or phone to each member directly on a minimum of 21 days notice. At this meeting there shall be elected a President, Vice-President Secretary, Treasurer and Programs Coordinator. The officers and directors so elected shall form the Board and shall serve until their successors are elected and installed. Any vacancy occurring during the year shall be filled by appointment until the next annual meeting when a proper election can occur. Any member in good standing shall be eligible to any office in the society.
General membership meetings of the society may be called at any time by the Secretary upon instructions of the President or the Board. Notice of the Meeting is to be sent via email or direct phone to the membership 3 days prior to the meeting.
General or annual meetings must have at least a quorum of the Board present in order to have a quorum of the general membership.
0.12 VOTING – Any member in good standing shall have the right to vote at any meeting of the society. Such votes must be made in person and not by proxy or otherwise.
0.13 RENUMERATION – No member of the society shall receive any remuneration for his/her services.
0.14 BORROWING POWERS – 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 fit and in particular by the issue of debentures, but this power shall be exercised only under the authority of the society and in no case shall debentures be issued without the sanction of a special resolution of the society.
0.15 BY-LAWS - The By-Laws may be rescinded, altered or added to by a majority vote of the Board.
This amendment to the Original Incorporation By-Laws was passed per Special Resolution at a General Meeting held May 25, 2009