Squamish Access Society CONSTITUTION‌

The name of the society is the Squamish Access Society.
The purposes of the society are to:
1. advocate for the protection of, and access to, the climbing areas in and around Squamish, BC (from Deeks Creek to Cal Chek),
2. engage in the responsible stewardship and the enhancement of the climbing resources of Squamish,
3. liaise with other organisations.

Bylaws of the Squamish Access Society (the Society") Part 1 —Definitions and Interpretation

Definitions

1. In these Bylaws:
  "Act" means the Societies Act of British Columbia as amended from time to time;
  "Board" means the directors of the Society;
  "Bylaws" means these Bylaws as altered from time to time.
  Definitions in Act Apply
2. The definitions in the Act apply to these Bylaws.
  Conflict with Act or regulations
3. If there is a conflict between these Bylaws and the Act or the regulations under the Act, the Act or the regulations, as the case may be, prevail.

Part 2 — Members

Application for membership

1. A person may apply to the Board for membership in the Society, and the person becomes a member on the Board's acceptance of the
  application.
  Email Addresses of members
2. A member must provide an email address to the Society and advise the Society of any change to that email address.
  Duties of members
3. Every member must uphold the constitution of the Society and must comply with these Bylaws.
  Amount of membership dues
4. The amount of the membership dues, if any, and the term of membership must be determined by the Board.
  Member not in good standing
5. A member is not in good standing if the member fails to pay the member's membership dues, if any, or provide a valid email address
  and the member is not in good standing for so long as those dues remain unpaid or email address not valid.
  Member not in good standing may not vote
6. A voting member who is not in good standing
  1. may not vote at a general meeting, and
  2. is deemed not to be a voting member for the purpose of consenting to a resolution of the voting members.
    Termination of membership if member not in good standing
7. A person's membership in the Society is terminated if the person is not in good standing for 6 consecutive months.

Part 3 — General Meetings of Members

Time and place of general meeting

1. A general meeting must be held at the time and place the Board determines.
  Notice of general meeting
2. (1) Notice of the date, time and location of a general meeting must be sent to every member of the society by email to the email address the member has provided
  1. at least 7 days before the meeting, and
  2. not more than 60 days before the meeting.
    1. Notice of a general meeting of the Society if it has more than 250 members is deemed to have been sent under subsection (1) if
      1. notice of the date, time and location of the meeting has been sent, to every member of the society by email to the email address the member has provided, and
      2. notice of the date, time and location of the meeting is posted, throughout the period commencing at least 21 days before the meeting and ending when the meeting is held, on a website that is maintained by or on behalf of the society and is accessible to all of the members of the society.
    2. The accidental omission to send notice of a general meeting to a member, or the non-receipt of notice by a member, does not invalidate any proceedings at the meeting.
    Ordinary business at general meeting
3. At a general meeting, the following business is ordinary business:
  1. adoption of rules of order;
  2. consideration of any financial statements of the Society presented to the meeting;
  3. consideration of the reports, if any, of the directors or auditor;
  4. election or appointment of directors;
  5. appointment of an auditor, if any;
  6. business arising out of a report of the directors not requiring the passing of a special resolution.
    Notice of special business
4. A notice of a general meeting must state the nature of any business, other than ordinary business, to be transacted at the meeting in
  sufficient detail to permit a member receiving the notice to form a reasoned judgment concerning that business.
  Chair of general meeting
5. The following individual is entitled to preside as the chair of a general meeting:
  1. the individual, if any, appointed by the Board to preside as the chair;
  2. if the Board has not appointed an individual to preside as the chair or the individual appointed by the Board is unable to preside as the chair,
    1. the Chair,
    2. the Vice-Chair, if the Chair is unable to preside as the chair, or
    3. one of the other directors present at the meeting, if both the Chair and Vice-Chair are unable to preside as the chair.
      Alternate chair of general meeting
6. If there is no individual entitled under these Bylaws who is able to preside as the chair of a general meeting within 15 minutes from the time set for holding the meeting, the voting members who are present must elect an individual present at the meeting to preside as the chair.
  Quorum required
7. Business, other than the election of the chair of the meeting and the adjournment or termination of the meeting, must not be transacted at a general meeting unless a quorum of voting members is present.
  Quorum for general meetings
8. The quorum for the transaction of business at a general meeting is 3 voting members.
  Lack of quorum at commencement of meeting
9. If, within 30 minutes from the time set for holding a general meeting, a quorum of voting members is not present,
  1. in the case of a meeting convened on the requisition of members, the meeting is terminated, and
  2. in any other case, the meeting stands adjourned to the same day in the next week, at the same time and place, and if, at the continuation of the adjourned meeting, a quorum is not present within 30 minutes from the time set for holding the continuation of the adjourned meeting, the voting members who are present constitute a quorum for that meeting.
    If quorum ceases to be present
10. If, at any time during a general meeting, there ceases to be a quorum of voting members present, business then in progress must be suspended until there is a quorum present or until the meeting is adjourned or terminated.
  Adjournments by chair
11. The chair of a general meeting may, or, if so directed by the voting members at the meeting, must, adjourn the meeting from time to time and from place to place, but no business may be transacted at the continuation of the adjourned meeting other than business left unfinished at the adjourned meeting.
  Notice of continuation of adjourned general meeting
12. It is not necessary to give notice of a continuation of an adjourned general meeting or of the business to be transacted at a continuation of an adjourned general meeting except that, when a general meeting is adjourned for 30 days or more, notice of the continuation of the adjourned meeting must be given.
  Order of business at general meeting
13. The order of business at a general meeting is as follows:
  1. elect an individual to chair the meeting, if necessary;
  2. determine that there is a quorum;
  3. approve the agenda;
  4. approve the minutes from the last general meeting;
  5. deal with unfinished business from the last general meeting;
  6. if the meeting is an annual general meeting,
    1. receive the directors' report on the financial statements of the Society for the previous financial year, and the auditor's report, if any, on those statements,
    2. receive any other reports of directors' activities and decisions since the previous annual general meeting,
    3. elect or appoint directors, and
    4. appoint an auditor, if any;
  7. deal with new business, including any matters about which notice has been given to the members in the notice of meeting;
  8. terminate the meeting.
    Methods of voting
14. At a general meeting, voting must be by a show of hands, an oral vote or another method that adequately discloses the intention of the voting members, except that if, before or after such a vote, 2 or more voting members request a secret ballot or a secret ballot is directed by the chair of the meeting, voting must be by a secret ballot.
15. The chair of a general meeting must announce the outcome of each vote and that outcome must be recorded in the minutes of the meeting.
  Proxy voting not permitted
16. Voting by proxy is not permitted.
  Matters decided at general meeting by ordinary resolution
17. A matter to be decided at a general meeting must be decided by ordinary resolution unless the matter is required by the Act or these Bylaws to be decided by special resolution or by another resolution having a higher voting threshold than the threshold for an ordinary resolution.

Part 4 — Directors Number of directors on Board

1. The Society must have at least 3 and no more than 11 directors.
  Residence of directors on Board
2. A majority of the directors must be residents of the District of Squamish.
  Election or appointment of directors
3. At each annual general meeting, the voting members entitled to vote for the election or appointment of directors must elect or appoint the Board.
  Term of Directors
4. The term of office of a Director will be two years, to expire at the conclusion of the second annual general meeting following election, or, if no successor is elected at the annual general meeting, to expire when a successor is elected. In order to maintain staggered terms of office, the Directors may by
  resolution determine that some or all of the vacant Directors’ offices will have a different term, provided that a term cannot extend beyond two years, to expire at the conclusion of the second annual general meeting following election.
  Directors may fill casual vacancy on Board
5. The Board may, at any time, appoint a member as a director to fill a vacancy that arises on the Board as a result of the resignation, death or incapacity of a director during the director's term of office.
  Term of appointment of director filling casual vacancy
6. A director appointed by the Board to fill a vacancy ceases to be a director at the end of the unexpired portion of the term of office of the individual whose departure from office created the vacancy.

Part 5 — Directors' Meetings Calling directors' meeting

1. A directors' meeting may be called by the Chair or by any 2 other directors.
  Notice of directors' meeting
2. At least 2 days' notice of a directors' meeting must be given unless all the directors agree to a shorter notice period.
  Proceedings valid despite omission to give notice
3. The accidental omission to give notice of a directors' meeting to a director, or the non-receipt of a notice by a director, does not invalidate proceedings at the meeting.
  Conduct of directors' meetings
4. The directors may regulate their meetings and proceedings as they think fit.
  Quorum of directors
5. The quorum for the transaction of business at a directors' meeting is a majority of the directors.

Part 6 — Board Positions Election or appointment to Board positions

1. Directors must be elected or appointed to the following Board positions, and a director, other than the president, may hold more than one position:
  1. Chair;
  2. Vice-Chair;
  3. Secretary;
  4. Treasurer.
    Directors to Elect Board Positions Annually
2. Directors shall elect from their number the Board positions outlined in 6.1 and shall do so at their first meeting after an annual general meeting.
  Directors at large
3. Directors who are elected or appointed to positions on the Board in addition to the Board positions described in these Bylaws are elected or appointed as directors at large.
  Role of Chair
4. The Chair is the chair of the Board and is responsible for supervising the other directors in the execution of their duties.
  Role of Vice-Chair
5. T he Vice-Chair is the vice-chair of the Board and is responsible for carrying out the duties of the Chair if the Chair is unable to act.
  Role of secretary
6. The Secretary is responsible for doing, or making the necessary arrangements for, the following:
  1. issuing notices of general meetings and directors' meetings;
  2. taking minutes of general meetings and directors' meetings;
  3. keeping the records of the Society in accordance with the Act;
  4. conducting the correspondence of the Board;
  5. filing the annual report of the Society and making any other filings with the registrar under the Act.
    Absence of Secretary from meeting
7. In the absence of the Secretary from a meeting, the Board must appoint another individual to act as secretary at the meeting.
  Role of Treasurer
8. The Treasurer is responsible for doing, or making the necessary arrangements for, the following:
  1. receiving and banking monies collected from the members or other sources;
  2. keeping accounting records in respect of the Society's financial transactions;
  3. preparing the Society's financial statements;
  4. making the Society's filings respecting taxes.

Part 7 — Remuneration of Directors and Signing Authority

Remuneration of directors

1. These Bylaws do not permit the Society to pay to a director remuneration for being a director, but the Society may, subject to the Act, pay remuneration to a director for services provided by the director to the Society in another capacity.
  Signing authority
2. A contract or other record to be signed by the Society must be signed on behalf of the Society
  1. by the Chair, together with one other director,
  2. if the Chair is unable to provide a signature, by the Vice-Chair together with one other director,
  3. if the Chair and Vice-Chair are both unable to provide signatures, by any 2 other directors, or
  4. in any case, by one or more individuals authorized by the Board to sign the record on behalf of the Society.