The PROBUS CLUB of GRIMSBY ONTARIO, CANADA BYLAWS
Bylaw No.1 - TERRITORY
1. Membership in the Club shall be primarily, but not exclusively, from Grimsby and the surrounding area.
Bylaw No.2 - MEMBERSHIP
Depending on when a new member is accepted, the Membership fee shall be determined by the Management Committee
on an annual basis commencing the month of approval and ending August 31, but at no time exceeding the annual fee.
Upon acceptance by the Club, a new member shall be given a copy of the Club's Constitution and Bylaws and presented with
a PROBUS lapel pin and name badge by the President or his designate.
Bylaw No.3 - MANAGEMENT
President
Membership Chairman
Vice President
Newsletter Editor
Past President
Program Chairman
Secretary
Events and Social Activities Chairman
Treasurer
House Committee Chairman
Member at Large
Website Committee Chair
Bylaw No.4 - ANNUAL GENERAL MEETINGS AND ELECTION OF OFFICERS
Bylaw No 5 - REGULAR MEETINGS
Bylaw No.6 - FINANCIAL
Management Committee.
Bylaw NO.7 - NON PROFITABILITY
Bylaw No.8 - AMENDMENTS
Reviewed and accepted by motion on: November 16, 2021
Bylaw No.1 - TERRITORY
1. Membership in the Club shall be primarily, but not exclusively, from Grimsby and the surrounding area.
Bylaw No.2 - MEMBERSHIP
- An application for membership shall be accompanied by an initiation fee of $20 and an annual membership fee shall be determined by the Management Committee prior to the commencement of the Membership year, which shall
Depending on when a new member is accepted, the Membership fee shall be determined by the Management Committee
on an annual basis commencing the month of approval and ending August 31, but at no time exceeding the annual fee.
Upon acceptance by the Club, a new member shall be given a copy of the Club's Constitution and Bylaws and presented with
a PROBUS lapel pin and name badge by the President or his designate.
- Membership may be held in more than one PROBUS Club. When a waiting list exists and an opening occurs, priority shall be given to an applicant who is not a PROBUS member. Membership caps are to be determined by a vote of the members.
- The Management Committee may terminate the membership of any member who fails to pay the annual membership fee by December 31.
- Honorary membership may be conferred on a person by a majority of the members voting at a Regular Club meeting. Honorary members shall not be required to pay the annual membership fee and shall enjoy all privileges of membership except voting and election to office. No more than 2 of the members shall be Honourary Members at any given time.
- Life Membership may be conferred, by a majority of members voting at a Regular meeting of the Club, upon on a person who has rendered outstanding service to the Club. Life Members shall not be required to pay the annual membership fee and shall enjoy all privileges of membership. No more than 2 of the members shall be Life Members at any given time.
- If, in the opinion of, and after due consideration by, the Club's Management Committee, a member conducts himself in such a manner as to bring discredit on the organization or they cause discord within the membership, they 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.3 - MANAGEMENT
- The President or Vice President shall preside at all meetings of the Management Committee and the Regular meetings of the Club.
- A quorum of the Management Committee shall be a minimum of 50 percent of the elected members of the Management Committee or their designated alternatives.
- The Secretary shall be responsible for all minutes of the Club and the Club's archival material.
- The Treasurer shall maintain and control all financial records of the Club and provide monthly financial statements to the Management Committee and annually to the Club membership.
- The Membership Chairman shall be responsible for the membership roll, which shall include members' names, postal and email addresses, telephone numbers and any other information, which the Club may determine from time to time. The membership roll shall be distributed to the members at least annually and shall include a statement that the information is not to be used for commercial purposes.
- Management of the PROBUS Club of Grimsby shall consist of the following Directors: Each Director (or his designate) shall have ONE vote at Management Committee meetings.
- The President shall review the Standard Constitution for Clubs and its own Club's bylaws with their Management Committee prior to or at the first Management Committee meeting following the establishment of a new Management Committee.
President
Membership Chairman
Vice President
Newsletter Editor
Past President
Program Chairman
Secretary
Events and Social Activities Chairman
Treasurer
House Committee Chairman
Member at Large
Website Committee Chair
Bylaw No.4 - ANNUAL GENERAL MEETINGS AND ELECTION OF OFFICERS
- The quorum at all Annual General Meetings shall be 25 percent of the membership.
- The Annual General Meeting shall be held on the Regular meeting day of September. At this meeting, an auditor shall be appointed and members of the Management Committee shall be elected to commence their term of office as of October i=,
- A nominating committee, consisting of the Vice President, the immediate Past President and any other Past President shall present a slate of candidates to the Annual General meeting for election to the Management Committee. If a Past President is not available, the President will appoint a Club member in good standing to fill this spot.
Bylaw No 5 - REGULAR MEETINGS
- When pandemic restrictions are eased to allow in-person meetings, regular meetings of the Club shall be held on the third Tuesday of every month at 10:00 a.m. in the auditorium of the Peach King Centre in Grimsby. When these are restricted, they will be replaced by virtual meetings, using “Zoom”, following the format and timing of in-person meetings. When the resumption of “live” meetings is allowed, they will be “hybrid” with virtual attendance available by “Zoom”, for any member wishing to exercise caution, or is unable or unwilling to meet Covid safety standards.
- It is the expectation of the club that any member who chooses to attend live meetings shall: 1. Be fully vaccinated for Covid-19, 2. Answer all questions of the standard, Covid-19 screening questionnaire favourably, 3. Follow safe practices while in attendance. By his attendance, the member declares his compliance and shall be prepared to provide documented proof, if required.
- Any notice of Motion shall be submitted in writing to the Secretary and read to the Regular meeting one month prior to the meeting at which it is to be considered. For the information of members not in attendance at this Regular meeting one prior notice in the Club Newsletter shall be sufficient.
Bylaw No.6 - FINANCIAL
- The Treasurer shall deposit all funds of the Club in a financial institution approved by the Management Committee. The signing officers shall be any two of the Treasurer, President, Vice President or Secretary for the issuance of cheques over: $100.00, and any one of the Treasurer, President, Vice President or Secretary for the issuance of other cheques. As a control, the PROBUS Club of Grimsbv's bank account shall be reviewed on a Monthly basis by the President or in his absence, the Vice President and initialled.
- The fiscal year shall cover the period from September 1 to August 31.
- An annual financial review shall be conducted and a report presented to the Annual General Meeting of the Club.
Management Committee.
Bylaw NO.7 - NON PROFITABILITY
- Club activities are to be budgeted to break even.
- The Club may advance funds, with approval of Management Committee, when prepayment of event tickets is required prior to collection of funds from Members. Such advances shall be repaid to the Club.
- An individual member of the Club must not gain from a discount, commission, gratuity or other benefit arising from a Club activity.
Bylaw No.8 - AMENDMENTS
- Any bylaw should be amended at a Regular meeting with the quorum required by the Club Bylaws being present, by a two-thirds majority of the members present and voting, provided that Notice of Motion has been given as
- Any such amendment to the Club's bylaws must be consistent with the Standard Constitution.
- The Club's bylaws shall be reviewed for possible amendments every three years or as deemed necessary.
Reviewed and accepted by motion on: November 16, 2021