PROBUS Club of Pelham Bylaws adopted- April 2014
The Club shall be called the “PROBUS Club of Pelham”, hereinafter referred to as the” Club.”
Bylaw No.2.Territorial Limits
Membership shall be primarily, but not exclusively, for residents of Pelham, Ontario.
Bylaw No.3.Aims and Objectives
To provide regular meetings for retired and semi-retired professional and business persons, and others with like backgrounds and interests, who appreciate and value increased opportunities for social contact, addresses on and discussion of topical subjects, and participation in activities at minimum cost to members,.
Bylaw No.4. Non-Profitability
a) Club activities are to be budgeted to break even.
b) The Club may advance funds, with approval of the Management Committee, when prepayment of event costs is required prior to collection of funds from Members. Such advances shall be repaid to the Club.
c) An individual member of the Club must not gain from a discount, commission, gratuity or other benefit arising from a Club activity.
a) An applicant shall be admitted to membership upon approval of his/her application by the Management Committee. Such approval shall be considered based on the recommendation of the Membership Committee. The Chairperson of the Membership Committee shall inform the new member of his/her admission.
b) New members will be welcomed into the club and introduced at a regular general meeting. They will be presented their lapel pin and name tag as soon as they are available. Each new member will be directed to the Club website for information regarding the PROBUS constitution and bylaws.
c) The Membership Committee shall maintain a list of members which shall be made available to the members one or more times per year as determined by the Management Committee, but the first list no later than January 30th. Such lists showing names, email addresses, telephone numbers and street addresses only, shall be clearly marked “Not for use for commercial or political purposes”. In the event that an individual member does not want his or her email address, telephone number or street address published, then that member shall so advise the Membership Committee and the list will be modified so that that member’s email address, telephone number or street address is not shown on the distributed list.
d) Upon the recommendation of the Management Committee and approval by the membership at a General Meeting, Life Membership may be conferred upon an existing or former member who has rendered outstanding service to the Club. Life Members shall not be required to pay membership fees but may enjoy all other privileges of membership. No more than two percent of the Membership may be Life Members at any one time.
e) Upon the recommendation of the Management Committee, a long-time member who, for reasons of advancing age or health, has been unable for an extended period to attend meetings of the Club or participate in outside activities, may be designated as an Inactive Member. An Inactive Member shall receive all Club mailings but shall pay no annual dues. If an Inactive Member wishes to and is once again capable of participating in Club activities, he may do so by relinquishing his/her Inactive Member status upon payment of his/her pro-rata annual dues. Mere absence from the Niagara Region for an extended period shall not qualify a member for Inactive Member status. The Management Committee shall review such inactive status, so granted, annually at each year end.
f) If in the opinion of, and after due consideration by, the Management Committee a member conducts himself/herself in such a manner as to bring discredit on the organization or he/she causes discord within the membership, he/she may be asked to resign. The resignation request should be made if, after discussion between the member and the Management Committee, the conflict is not resolved.
Bylaw No. 6. Management
a) The Club shall be managed by a Management Committee consisting of a President, a Vice-President,
a Secretary, a Treasurer, the immediate Past President and such other persons as the Club deems necessary.
b) The President or his appointee shall preside at the general meetings of the Club and at the meetings of the Management Committee. The appointee will normally be the Vice-President or the Past President. If none is available, a member of the Management Committee will be appointed.
c) The Management Committee shall include all persons duly elected by the membership at the Annual General Meeting, or at any General Meeting, including but not limited to the Program Chairperson, the Membership Chairperson, the Secretary, the Special Events Chairperson, the Website Editor and their respective Deputies. A member of the committee may hold more than one position on the committee, but shall have only one vote.
d) Upon the recommendation of the Management Committee, deputies may be elected for any or all of the Management Committee positions, except those of President, Vice-President and Past President. Deputies may attend Management Committee meetings upon invitation and, in the absence of a Management Committee member, his/her deputy may vote in his/her stead.
e) The Management Committee shall have the power to create new committees, of which the Chairpersons shall, upon election by the membership, become members of the Management Committee. The Management Committee also shall have the power to dissolve existing committees and subcommittees. Upon dissolution of a committee, the Chairperson shall cease to be a member of the Management Committee.
f) The monthly Management Committee meetings shall be held at a time and place designated by the President or his/her designate.
g) The Secretary shall record and maintain a copy of the minutes of the Management Committee meetings, which shall be made available to any member on request.
h) Under normal circumstances, the term of office for all Management Committee and deputy positions shall be at least two years and no longer than four years. Members of the Management Committee shall be elected on an annual basis at the AGM based on the recommendations of the Nominating Committee (see By-law #7(a)). If the Nominating Committee is unable to fill a particular position, the person occupying that position may retain his/her position on the Management Committee until a replacement can be found.
i) A Management Committee member deemed to be a detriment to the Committee may be asked to vacate their position on the Management Committee by a vote of the Committee. Vacancies on the Management Committee may be filled from the general membership by the Management Committee if they see fit. Otherwise, such vacancies shall be filled at the next Annual General Meeting.
Bylaw No.7. Election of Management Committee Members
(a) A Nominating Committee shall be struck to seek nominations for Management Committee positions and for any deputy positions for the upcoming year no later than May, and shall consist of the President (Chairperson), the immediate Past President, and two club members who are not a part of the current Management Committee. Such club members shall be appointed by the Management Committee. Further nominations (with prior agreement to serve) may be made in writing to the Chairperson of the Nominating Committee. A nomination for a deputy position shall be acceptable to the corresponding Management Committee nominee. The nominations shall be posted on the PROBUS of Pelham website immediately preceding the Annual General Meeting. The Chairperson of the Nominating Committee shall present the nominations to the membership at the August general meeting and shall accept nominations from the floor. A nomination from the floor for a deputy position shall be acceptable to the corresponding Management Committee member/nominee.
(b) The election of Management Committee members shall take place at the Annual General Meeting in September.
(c) The Chairperson of a newly formed committee may be elected to the Management Committee at a General Meeting upon nomination by the Management Committee, proper notice having been given.
Bylaw No.8. Meetings
(a) The regular monthly General Meetings of the Club shall be held at a time and place to be proposed by the Management Committee and approved by the members at a General Meeting.
(b) The President shall call a Special General Meeting at the request in writing of not fewer than twenty-five members and shall give at least two weeks notice of such meeting with full particulars of the purpose for which it has been called.
(c) Voting at a General Meeting shall be by show of hands or, if requested, by ballot. A quorum shall be 25% of the total Club membership. A simple majority of the members voting shall be required to pass a motion. In case of a tie, the motion is defeated.
Bylaw No. 9. Record of Policy
The Secretary shall maintain a Record of Policy, containing a description of the duties of the members of the Management Committee, any deputies, and a yearly updated record of all policy decisions.
Bylaw No. 10. Notice of Motion
(a) All Notices of Motion shall be in the hands of the Secretary at least one month prior to the meeting at which the motion is to be presented.
(b) A Notice of Motion shall be submitted in writing by a member of the Club in good standing, outlining the reasons for the motion, and signed by the proposer and a seconder, who shall also be members in good standing.
Bylaw No. 11. Financial
(a) The Treasurer shall present a monthly financial statement to the Management Committee showing income and expenses for the month and year to date.
(b) The Treasurer shall maintain a record of income and expense for the 12 months ending on July 31 each year, and shall prepare a statement of income and expense and a budget for the incoming year for preliminary approval by the Management Committee at its August meeting.
(c) The Treasurer shall deposit all funds of the Club in a bank or trust company account named by the Management Committee. The signatories for this account shall be the President, Vice President, Treasurer, Deputy Treasurer, and Secretary, with provisions for any two of them to sign.
(d) The annual Financial Statement to be presented to the Annual General Meeting in September
shall be audited by two members nominated, with their prior approval, by the Nominating Committee and appointed by the Management Committee.
(e) The contribution to the costs of PROBUS Centre – Canada for service to the Clubs and the premium for PROBUS Group Liability Insurance shall be paid by December 13.
(f) Special events and outside activities that are not part of a General Meeting of the Club shall be self-supporting.
(g) All Club related expenses should be discussed and approved by the Management Committee prior to being incurred and once approved will be paid by the Treasurer via a cheque drawn upon the Club’s bank account. If the expense cannot be paid from the Club’s bank account and is paid instead by a member of the Management Committee, said member will be reimbursed upon presentation of the receipt and an Expense Claim
Bylaw No. 12. Registration
The Secretary shall register the Club’s current meeting arrangements, membership strength, names, addresses and telephone numbers of the President and Secretary with PROBUS Centre-Canada by September 30 each year for inclusion in the Directory of PROBUS CLUBS.
Bylaw No. 13. Annual Dues and Initiation Fee
- The annual Membership Dues payable by members shall be recommended by the Management Committee and approved at the September Annual General Meeting.
- The Club’s Annual Budget will be presented and approved at the September Annual General Meeting.
- The annual Membership Dues will be due and payable on September 30 each year. Any member whose dues remain unpaid by November 30 shall be deemed to have resigned from the Club.
- Dues shall be prorated for the balance of the financial year for new members.
- New members shall, upon admission to the Club, pay an Initiation Fee recommended by the Management Committee and approved at the September Annual General Meeting.
- At the discretion of the Management Committee, a former PROBUS Club of Pelham member may be reinstated without payment of the Initiation Fee. Members from other PROBUS clubs will pay the Initiation Fee upon joining the PROBUS Club of Pelham.
Bylaw No.14. Visits by Members of Other PROBUS Clubs and Guests
Members of other PROBUS Clubs and guests of members shall be welcome to attend any General
Meeting of the Club and, if space permits, special events and outside activities.
These Bylaws may be amended at any General Meeting of the Club, by a two-thirds vote of all members present, provided that the Notice of Motion is given at least one month prior to the meeting at which the motion is to be put forward, as outlined in bylaw No. 10.
Original document approved April 14, 2014.
First revision (#6 (h) and #7(a)) approved February 26, 2015
Second revision ( #5 (c)) approved February 25, 2016
Third revision (#13), approved September 28, 2017
Fourth revision (#5 b), #5 c), #6 b), #6 c), #7 a), #8 d), #9, #13.3, # 13.6, approved June 28, 2018