BYLAW 2: ASSOCIATION MEETINGS
Published: November 2015
2.1 Unless otherwise stated in these bylaws, the meeting rules contained in this bylaw shall apply to all meetings of the association membership called under Section 6 of the Foresters Act and or under these bylaws.
2.2 There are three (3) types of association meetings (hereinafter collectively called “association meetings”) possible:
2.2.1 A general meeting which must be held at least once in each calendar year in accordance with Section 6(1) of the Foresters Act (referred to as the “annual general meeting”);
2.2.2 A special general meeting which must be called by council in accordance with Section 6(2) of the Foresters Act; or
2.2.3 A general meeting which can be called at the discretion of council.
2.3 Council shall decide the location of association meetings.
2.4 The registrar shall give each voting member notice of an association meeting stating the date, place, and time of such meetings at least forty-nine (49) days before the date set for the meeting. Notice shall be deemed valid if either:
2.4.1 Mailed by regular mail to each voting member at that member’s last known address recorded in the association’s files; or
2.4.2 For those members for whom the association has an electronic mail address, transmitted by electronic mail to each voting member at that member’s last known electronic mail address in the association’s files.
2.5 The president shall chair all association meetings. If the president is unwilling or unable to act as chair, or is not present within thirty (30) minutes of the scheduled starting time, the vice-president shall chair the meeting. If both the president and vice-president are unwilling or unable to act as chair, or are not present within thirty (30) minutes of the scheduled starting time, the voting members present may choose the chair amongst themselves.
2.6 The chair shall appoint a person present at an association meeting to record the minutes of such meeting in the form and manner prescribed by council from time-to-time. The minutes so taken shall be presented to the voting members for approval at the next association meeting. Once approved by resolution of the voting members, minutes of all association meetings shall be signed by the president and the registrar.
2.7 The quorum necessary to conduct business at an association meeting shall be forty (40) voting members. No person shall be counted as present by proxy or vote by proxy.
2.8 Each voting member is entitled to one (1) vote for each matter requiring a vote at an association meeting.
2.9 Unless otherwise specified in these bylaws, the conduct of all association meetings shall be guided by Robert’s Rules of Order.
2.10 All resolutions proposed at an association meeting, with the exception of resolutions proposed by council and advisory resolutions (as described in Bylaw 3.6), shall require a mover and not less than ten (10) seconders who, along with the mover, must be voting members.
2.11 The mover of a business resolution must provide the registrar with the written text of the proposed resolution along with the names, original signatures, and registration numbers of the mover and all seconders. These must be provided not less than thirty-five (35) days before the date set for the meeting at which the resolution is to be decided. Failure to meet these provisions means the resolution shall not be placed on the agenda.
2.12 Written notice of proposed business resolutions, including those proposed by council, must be mailed or, in the case of electronic mail, transmitted to all voting members at least twenty-one (21) days before the date set for the meeting.
2.13 The chair may, with the consent of any association meeting, and shall, if directed by the association meeting, adjourn that meeting to another time and place. No business shall be transacted at any adjourned meeting other than the business left unfinished at the meeting from which the adjournment took place.
2.14 When an association meeting has been adjourned sixty (60) days or more, notice of that adjourned meeting shall be given as in the case of an original meeting. Save as aforesaid, it shall not be necessary to give notice of an adjournment or of the business to be transacted at any adjourned association meeting.
2.15 A resolution put to a vote at an association meeting shall be decided on a show of hands, unless a poll is demanded by at least twenty-five (25) voting members before or on the result of the show of hands. Unless a poll is so demanded, the chair shall declare that a resolution has, on a show of hands, been carried or defeated. An entry to that effect made in the minutes of the meeting shall be conclusive evidence of the fact without proof of the number or proportion of the votes in favour of or against the resolution.
2.16 If a poll is duly demanded, it shall be taken in such manner as the chair directs and the results shall be deemed to be the resolution of the meeting.