CONSTITUTION AND BYLAWS FOR SURREY ASC

 

1. Interpretation

2. Name

3. Purpose

4. Membership

5. Dues

6. Fiscal year

7. Voting Body

8. Executive Committee

9. Duties of the Executive Committee

10. Special Committees

11. Meetings

12. Elections

13. Finances

14. Amendments

15. Rules of Procedure

16. Dissolution

 

1. INTERPRETATION

In these bylaws:

(a) “Surrey ASC” means the Surrey Association of Sustainable Communities.

(b) “Community association” means a group, which may be a registered society, whose membership is open to all residents of a specific area of Surrey and which seeks to better the quality of life of residents of that area. Inclusion of businesses in a group does not preclude that group from membership, provided that residents comprise a majority of membership of that group.

(c) “Sustainability” means using environmental, economic and social resources in such a manner as to allow future generations to use resources in a similar manner.

 

2. NAME

The name of this association shall be the “Surrey Association of Sustainable Communities”, commonly known as “Surrey ASC”.

 

3. PURPOSE

The purpose of Surrey ASC is to further the livability and sustainability of communities in Surrey.

Goals

To achieve its purpose, Surrey ASC seeks to:

a. act as an umbrella organization for “community associations”;

b. promote the coordination of said groups;

c. provide opportunities for information sharing and education;

d. identify common issues and take appropriate action to resolve them following consultation with member groups;

e. promote community development and community building, including acting as a resource to emerging groups;

and

f. promote “sustainability” principles and measures.

 

4. MEMBERSHIP

Membership of Surrey ASC shall consist of “community associations” as defined above. Each “community association” shall appoint an official delegate to Surrey ASC and may also appoint a substitute delegate who may attend meetings but only votes if the delegate is not present.

New member “community associations” shall be approved by resolution at a General Meeting of Surrey ASC.

A “community association” shall be deemed to be no longer a member of Surrey ASC by resolution at an Annual General Meeting or a Special General Meeting, upon request of said association, or upon non-payment of any dues, or after dissolution of said association.

 

5. DUES

Annual dues shall be as approved at the Annual General Meeting.

 

6. FISCAL YEAR

The fiscal year of Surrey ASC shall be January 1st to December 31st.

 

7. VOTING BODY

At the Annual General Meeting, Extraordinary General Meeting or General Meeting, the voting body shall be one vote per “community association”.

Proxy votes are not permitted.

 

8. EXECUTIVE COMMITTEE

The Executive Committee shall comprise seven Directors of Surrey ASC. The Directors shall be elected from amongst delegates.

 

9. DUTIES OF EXECUTIVE COMMITTEE

(a) The Executive Committee shall be responsible for the management of Surrey ASC between General Meetings.

(b) The chair of each meeting of the Society and of the Executive Committee shall be appointed by the Directors from amongst themselves, on a rotating basis.

(c) Each year, the Directors shall appoint from amongst themselves, a Coordinator to carry out the day to day administration of the Society.

(d) The duties of the Coordinator shall be:

(i) Contact person for the Association with the public, governments, and news media.

(ii) Organizer of meetings, workshops, conferences.

(iii) Minute writer and keeper of records and financial statements.

(iv) Writer of most correspondence and reports, and signer of all such matters.

(v) Representing Surrey ASC at meetings and on committees related to the Association’s activities.

(e) In the absence of the Coordinator, the Executive shall appoint a Director to temporarily fill that position.

(f) A quorum for an Executive Committee meeting shall be four Directors.

 

10. SPECIAL COMMITTEES

Special committees may be established as required by the Executive Committee, and their appointments ratified at the next General Meeting.

 

11. MEETINGS

(a) The Annual General Meeting shall be held with 30 days’ notice sent in writing or by electronic means to all delegates. A quorum for the Annual General Meeting shall be delegates from nine “community associations”.

(b) An Extraordinary General Meeting may be called by the Executive Committee with at least 30 days’ notice sent in writing or by electronic means to all delegates. A quorum for the Extraordinary General Meeting shall be delegates from nine “community associations”.

(c) General Meetings shall be held on a regular monthly basis, or as required. Delegates will be advised of General Meetings by electronic means or telephone. A majority vote of delegates present at a General Meeting shall authorize action by Surrey ASC which is in compliance with its purpose and objectives. The quorum for a General Meeting is delegates from five “community associations”.

 

12. ELECTIONS

A Nominations Chair shall be appointed at a General Meeting to seek nominations for the seven Directors who comprise next year’s Executive Committee, and present these names at the Annual General Meeting. Nominations of qualified delegates shall also be invited from the floor.

 

13. FINANCES

(a). For financial matters, the signing authority shall be the Coordinator plus one of two Directors who are appointed signing officers by the Executive Committee.

(b). Approved expenses incurred by the Coordinator in fulfilling his/her duties shall be reimbursed by the Association.

(c). If funding permits, the Coordinator may be paid an honorarium for work over and above what could reasonably be expected of a volunteer.

 

14. AMENDMENTS

These bylaws may be amended by a two-thirds vote at an Annual General meeting. The notice calling the meeting shall provide the text of the proposed amendments.

 

15. RULES OF PROCEDURE

Except as varied in these Bylaws, Rules of Order and Procedure shall be as in Robert’s Rules of Order.

 

16. DISSOLUTION

In the event of dissolution of Surrey ASC, all assets remaining after payment of all liabilities shall be turned over to a non-profit organization that has similar purposes and objectives as Surrey ASC.