McKernan Community League

Article 1: Name

The legal name of the organization will be "The McKernan District Community League," hereinafter referred to as "the League."

Article 2: Boundaries

The territorial boundaries of the Society shall be the territorial boundaries of the League, being those boundaries within the City of Edmonton which are established from time to time, by the Edmonton Federation of Community Leagues, and the City of Edmonton, in consultation with the League. Presently, the boundaries begin at the intersections of the centre lines of 115A St and University Avenue. Thence the boundary proceeds along University Avenue southeasterly to the centre line of 109 St. It proceeds southerly along the centre line of 109 St to its intersection of 72 Ave. Thence it proceeds westerly along the centre line of 72 Ave to its intersection with the centre line of 114 St, where it proceeds northerly along 114 St to the intersection with 76 Ave, at which point it turns westerly along the centre line of 76 Ave to the intersection with 115 St. Here it turns north along the centre line of 115 St to 77 Ave, where it turns west along the centre line to 116 St, at which point it turns north along the centre line to 80 Ave, then east along the centre line to 115 A St and, finally, along the centre line to University Ave.

Article 3: Definitions

Board of Directors: Will consist of the five positions of elected officers, also known as the Executive Committee, as specified below.

Executive Committee: Will consist of the officers of the League being the President, Vice President, Secretary, Treasurer and Past President.

A Special Resolution, a resolution, at any meeting, will require a vote of three-quarters (3/4) majority of those present. A special resolution will be required for all Bylaw revisions, financial matters over $ 100,000, policy issues, or other major issue as specified in these Bylaws or at the discretion of the Board of Directors.

Article 4: Membership

4.1 Any resident within the stated boundaries may be a full member upon payment of the membership fee, provided he/she agrees with the objectives of the League.

There will be five categories of full membership:

4.1.1 Family (any group residing in one household acting as a family unit) with a maximum of two votes per household,

4.1.2 Senior (over 65 years of age) with a maximum two votes per household,

4.1.3 Single (any adult over the age of majority) with one vote per household,

4.1.4 Adult (any couple residing in one household with no children) with two votes per household, and

4.1.5 Honorary Life Membership – may be conferred upon anyone who has provided service to the League for more than 15 years, was a founding member, or has made significant, positive contributions to the League. The decision for presenting candidates for life memberships to the membership will be at the discretion of the League.

4.2 Membership fees will be determined each year at the Annual General Meeting.

4.3 The membership year will be from September 1 of one year to August 31 of the next year.

4.4 Resignation or Termination from membership: Withdrawal will be by providing a letter or e-mail to the Secretary of the League, non-payment of annual fees or moving out of the defined boundaries of the League. Termination of membership for just cause will be dealt with in the manner prescribed in Article 12.1.

Article 5: Meetings

5.1 General Meetings

5.1.1 Notice: At least 15 days’ notice of all Annual, General, or Special General Meetings will be delivered to the last-known address of each League member.

5.1.2 Quorum: A quorum for all Annual, General, or Special General Meetings will be 7 members.

If a quorum is not present at a meeting, then a second meeting will be called for the purpose of passing a specific motion(s) a week later. During that time, all efforts will be taken to inform all members of the meeting and encourage their attendance. If there is still not a quorum at this second meeting, then the number of people that did attend will be considered a quorum.

5.2 Annual General Meeting: The League will hold an Annual General Meeting no less than ninety days or greater than six months after the financial year-end for the presentation of the financial report and election of officers.

5.3 Special General meetings may be called at the discretion of the President, and must be called upon receipt by the President of a written request for such meeting signed by 10 or more members of the League. Any call for a Special General Meeting must include specific reference to the item(s) to be dealt with.

5.4 Officers of the League will meet each month, except in the months of July and August on the second Tuesday of the month, or at the call of the chair.

5.4.1 Special Meeting of Officers: The President will, upon receipt of a written request signed by at least four officers, call a Special Meeting of Officers within 10 days of receipt of the request. At least 21 days’ notice by e-mail or telephone will be given for any Special Meeting of Officers and will include specific reference to the item(s) to be dealt with.

5.4.2 Quorum for any Meetings of Officers will be 7 officers. Any business transactions conducted at a meeting where quorum is not present will be ratified at the next regularly called meeting of the Board; otherwise they will be null and void.

Article 6: Voting

6.1 Any full member as specified in Section 5.1, who is of the age of majority and is in good standing, upon payment of the membership fee is entitled to vote.

6.2 Such voting must be made in person and not by proxy or otherwise.

6.3 Any member may attend the Meeting of Officers.

6.4 A show of hands will be adequate for voting, except any controversial matters where a secret ballot is required or requested.

Article 7: Auditing

7.1 The books, accounts, and records of the Secretary and Treasurer will be audited once per year by a duly qualified accountant or by two members of the League, not currently serving on the board, elected for that purpose at the Annual General Meeting.

7.2 That auditor at the Annual General Meeting will submit a complete and proper statement of the standing of the books for the previous year.

7.3 The fiscal year will end on April 30.

7.4 The books and records may be inspected by any member at the Annual General Meeting, or at any time upon giving two weeks notice and arranging a time satisfactory to the Officers in charge of the records. Each member of the League will at all times have reasonable access to such books and records.

Article 8: Officers of the League

The Officers of the League will, 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 League.

Any Officer may resign from the League by submitting such request in writing to the President. Such resignation will be effective immediately upon receipt of such request by the President.

The first five named Officers will be considered the Board of Directors; namely the President, Past President, Vice President, Secretary and Treasurer.

In the event of a vacancy as a result of resignation, death, or removal, the Board of Directors will be empowered to fill the vacancy by appointment for the remainder of the term. Such appointment is to be ratified at the next General Meeting. The person so appointed will hold office for the remainder of the term of that member he/she is replacing would have held.

The Officers, and their respective duties, are as follows:

8.1 President: The President will:

preside at all meetings;
be an ex-officio member of all committees, except a Nominating Committee;
be charged with the general supervision of all the activities of the League;
nominate an Officer who is willing to serve and stand in for or replace the President, as circumstances require;
is a member of the Executive Committee;
is a signing authority, and
act as the official spokesperson of the league or appoint a designate.

8.2 Past President: The Past President will:

assume Ad Hoc duties at the discretion of the League;
act as the Nominating Committee Chair;
be a member of the Executive Committee.

8.3 Vice President: The Vice President will:

preside at any meetings the President is absent from;
assume any duties from the President as required;
be a member of the Executive Committee.

8.4 Secretary: The Secretary will:

attend all meetings of the League, the Board, and the Executive Committee and to keep accurate minutes of the same;
responsible for the minute and meeting notice distribution;
have charge of minute book and other records;
act as a signing authority;
be a member of the Executive Committee;
have charge of the seal of the society.

In the absence of the Secretary, such officer as may be appointed by the Board will discharge these duties.

8.5 Treasurer: The Treasurer will:

be responsible for all financial records of the League;
be responsible, on behalf or in the name of, the League, for all monies collected or otherwise received, issuing duplicate receipts, payments of all accounts when properly approved, and keep proper accounts, receipts, and vouchers of same, and the deposit of funds to the League’s bank accounts;
report the financial standing at every Board and General Meeting;
present to the Annual Meeting an audited statement of the financial affairs for the preceding fiscal year;
recommend, in conjunction with the President, an Annual Budget to the Board of Directors;
acts as a signing authority for the league; and
is a member of the Executive Committee.

8.6 Social Coordinator: The Social Coordinator will:

be responsible for all matters pertaining to social activities of the League, including dances, social nights, etc.
be responsibility for specific programs can be delegated.
reports monthly to the League.

8.7 Sports Coordinator: The Sports Coordinator will:

be responsible for all matters pertaining to sports, including the registration and organization of baseball, soccer, basketball etc.
Responsibility for individual sport programs can be delegated.

8.8 Program Coordinator: The Program Coordinator is:

responsible for all programs, including talent competitions, educational events etc.
responsibility for specific programs can be delegated.
asked to report monthly to the League.

8.9 Membership Coordinator: The Membership Coordinator will:

be responsible for the organization,timing and completion of the annual Membership campaign;
Keeps a record of and maintain the membership lists and other records pertaining to membership;
Ensures compliance with the EFCL Code of Ethics with respect to selling memberships.

8.10 Facilities Coordinator: The Facilities Coordinator will:

be responsible for the supervision of hall rentals, ensuring league access takes priority;
be responsible for the development and maintenance of the community centre, rinks, parking lot, and other league facilities;
delegate some areas of responsibility if necessary;
report monthly to the League.

8.11 Housing and Development and Transportation Coordinator will:

act as liaison with Planning and Development, Transportation, City Council, etc.;
chair any Ad Hoc Committees relating to specific development issues;
delegate responsibility for some areas if necessary;
report monthly to the League.

8.12 Neighbourhood Watch Zone Leader: The Neighbourhood Watch Zone Leader will:

Act as the community liaison with the Edmonton Police Service and other safety and crime prevention organizations;
be responsible for all matters pertaining to Neighbourhood Watch or safety and security concerns;
perform duties as required by the Edmonton Neighbourhood Watch Program Society; and
Report monthly to the League.

8.13 Newsletter Editor: The Newsletter Editor will:

be responsible for the publication of the newsletter or participate in collecting Articles for the newsletter;
oversee the delivery of the newsletter;
be responsible for the maintenance of the League website;
arrange for publicity for league events;

Article 9: Committees

9.1 Executive Committee: The League’s Executive Committee (Board of Directors), as described above, may meet from time to time between League Meetings if an issue of an urgent nature arises. All decisions of the Executive Committee are to be ratified at the next regularly scheduled League Meeting or are to be deemed null and void.

9.2 Ad Hoc Committees: The League may at times create such Ad Hoc Committees as may be deemed necessary, either in General or Executive Committee Meetings, in order to conduct the League’s business. Such Committees will carry out functions and otherwise act in accordance with such resolutions or ‘Terms of Reference’, as may be passed by either the Executive Committee or in a General Meeting. Such Committees will be answerable to, and report to, the League and will have a definite time of termination at the time they are created.

9.3 Standing Committees: The League may, at its discretion, create such Standing Committees as may be deemed necessary, either in General or Executive Committee Meetings. Such Committees will carry out functions and otherwise act in accordance with such resolutions or ‘Terms of Reference’, as may be passed by either the Executive Committee or in a General Meeting. Such Committees will be answerable to and report to the League and will continue to exist for an indefinite period of time.

Article 10: Elections

10.1 Elections will be held at the Annual General Meeting. Officers will take office immediately following that Annual General Meeting.

10.2 All terms will be for two years.

10.3 The President, Treasurer, Secretary and Vice President will not be elected for more than two consecutive terms of office.

10.4 A person appointed or elected to one of the positions in 11.3 becomes an Executive Committee Member, and a member of the Board of Directors, if they were present at the meeting when being appointed or elected, and did not refuse the appointment or nomination. They may also become a director if they were not present at the meeting but consented in writing, by e-mail or telephone to act as director before the appointment or election.

10.5 In the event of a vacancy as a result of resignation, death or removal the Executive Committee will be empowered to full the vacancy by appointment, for the remainder of the term. Such appointments will be approved at the next General Meeting.

Article 11: Disciplinary Hearing and Termination

11.1 The Executive Committee will be empowered to expel any member from membership, or a Board Member from office, for any conduct deemed injurious to the League or its purposes. This decision will be final.

11.1.1 Pending a full and proper hearing, such Member will be placed on suspension.

11.1.2 The Executive Committee will hold a hearing where the Member, upon being given 14 days’ notice, in writing, has the opportunity to attend and present his or her case. At the conclusion of the hearing, the majority vote of the Executive Committee will prevail. If the individual fails to attend the hearing, without excuse, the termination will be effective immediately.

11.1.3 The quorum for such a hearing will be two-thirds (2/3) of the Executive Officers.

11.1.4 The Executive Committee will debate the matter ‘in private’ and render a written decision in writing within 72 hours.

11.2 All complaints heard before the Executive Committee must be in writing and marked “Confidential and Without Prejudice”. Such complaints must specify the bylaw violation or injurious behavior and cite attempts at discipline prior to the complaint being filed.

Article 12: Remuneration

12.1 No Executive Committee Member will receive any remuneration for his/her services. However, he/she may receive reimbursements for expenses, with presentation of receipts, incurred as a result of performing the League’s business.

Article 13: Financial

13.1 The League may open one or more accounts, designate signing Officers, and generally execute all documents connected with the transaction of the League’s business with any chosen Chartered Bank, Trust Company, Treasury Branch, or Credit Union.

13.2 For the purpose of carrying out its objectives, the League may draw, make, accept, endorse, discount, execute and issue cheques, promissory notes and bills of exchange, but only to the extent authorized by resolution of the League.

13.3 All bills, notes, cheques, debentures and other papers and documents which pertain to the finances of the League will be signed by the Treasurer, along with the President or Secretary which has been granted signing authority by resolution of the League.

13.4 The Annual Budget will be submitted by the Treasurer for approval at the Annual General Meeting or at a General Meeting in the fall, and will be circulated to the members with the Notice of the General Meeting.

13.5 The League may, by a Special Resolution, borrow or raise or secure the payment of money, or issue debentures.

Article 14: Amendments to the Bylaws

14.1 These Bylaws may be rescinded, altered, or added to by a Special Resolution at a General, Special General, or Annual General Meeting with 21 days’ notice in writing.

14.2 Any proposed changes should be reviewed at an Executive Committee meeting before being forwarded to a General, Special General, or Annual General Meeting.

Article 15: Dissolution

15.1 Upon dissolution of the League, all real property, fixtures, and liquid assets remaining after the payment of any debts, will become the property of the Edmonton Federation of Community Leagues, in trust. The Edmonton Federation of Community Leagues will hold the cash assets in trust until they are able to reactive or merge the League. The real property will pass to the City of Edmonton, pursuant to the Tri-partite License Agreement.

Article 16: Parliamentary Authority

The rules contained in “Robert’s Rules of Order,” in its most current edition, will govern the proceedings at all meetings and in all cases where they are applicable, provided that they are not inconsistent with these Bylaws or the requirements of the Societies Act.

Article 17: Administration

17.1 The use, care, and safekeeping of the seal of the League will be the responsibility of the Secretary, and it will be used only when authorized by a resolution of the League, and it will be affixed to documents and instruments when required by law or convention.

17.2 The League has the right to hire such persons as may be deemed necessary for the efficient functioning of the League’s business at a League Meeting.

17.3 The League will retain membership in the Edmonton Federation of Community Leagues.

These By-Laws were approved by Special Resolution on February 7, 2006. Moved by Peter Gray, Seconded by Ann-Marie Thivierge.