The office for the Down Syndrome Caring Parents, Niagara, hereinafter referred to as DSCPN, shall be in the Region of Niagara, in the Province of Ontario, and at such a place therein as the Board may from time to time determine.
2. MEMBERSHIP
(a) ELIGIBILITY
Any person, organization, or corporation interested in and supportive of the purpose and objectives of this organization.
(b) COMPOSITION
Membership shall be composed of general members, divided into two groups, voting members and non-voting members.
Voting members :
are persons over the age of 18 in one household
have an individual with Down syndrome in the family
are members in good standing with Down Syndrome Caring Parents, Niagara
Non-voting members are :
representatives of other associations and organizations
other families and interested individuals
members in good standing with Down Syndrome Caring Parents, Niagara
3. MEETINGS
(a) ANNUAL GENERAL MEETING (AGM)
Annual General Meetings of the membership shall be held not more than ninety (90) days after the end of the fiscal year of the organization at a time and place determined by the board for the transactions of the following business:
(i) approval of the minutes of the previous annual general meeting of the membership,
(ii) receiving reports of the activities of the organization for the preceding year,
(iii) presentation of the annual financial statement,
(iv) the election of board members,
(v) amendment of bylaws (if applicable),
(vi) transaction of other business which is pertinent to the interests of the membership and which may properly come before the annual general meeting without prior notice.
(b) REGULAR GENERAL MEETINGS
Regular general meetings of the membership other than that known as the Annual General Meeting may be held for the purpose of presentation of information or material of interest to the membership.
(c) BOARD MEETINGS
Board meetings shall be held a minimum of two (2) times per fiscal year.
(d) EXECUTIVE MEETINGS
Executive meetings shall be held on an as needed basis as permitted by the Board.
(e) SPECIAL GENERAL MEETINGS
A Special General Meeting of the membership may be called by the board, or by the president, or by the Vice-President in the absence of the president, or by notice in writing to the secretary by four (4) voting members (not of the same family) of the organization. The business to be transacted at a Special General Meeting shall be limited to that specified in the notice calling the meeting.
(f) NOTICES
Notice of the Annual General Meeting and/or Special General Meeting shall be sent to the last known address or telephoned at the last known telephone number of all members, not less than two weeks prior to the meeting date. The notice shall include time, place, and agenda of the meeting.
(g) AMENDMENTS
Notice of Motion to Amend :
- may be made by any voting member of the organization
- must be presented to the board a minimum of five (5) weeks before the
meeting date
- must contain detailed wording of the proposed amendment
- must be mailed to all members not less than two (2) weeks before the
meeting date.
Amendments to the constitution and/or bylaws, or additions hereto, may be made upon a two-thirds majority vote of the voting members present at the Annual General Meeting or a Special General Meeting called for the purpose of amendment.
Setting and amending policies and procedures will be the responsibility of the Board and will be presented to the general membership in written form no more than thirty (30) days from the date of the policy development.
Position statements will be drafted by the Board or an ad hoc committee as the need arises and be presented to the general membership at a meeting for approval or amendment prior to publication.
(h) QUORUM
Quorum for the Annual General Meeting and Special General Meetings shall be the presence of 20% of the voting members. No business shall be transacted in the absence of a quorum except to take measures to obtain quorum, to fix the time to which to adjourn, or to take a recess.
Quorum for a board meeting shall be the presence of 50% of the elected members.
4. MEMBERSHIP DUES
The amount and frequency of membership dues shall be set by the board.
5. ELIGIBILITY TO BE A BOARD MEMBER
Eligibility to be a board member is open to all voting members.
Any board member who is absent from three (3) consecutive board meetings shall be considered to have resigned from that position.
Eligibility for an executive position is any board member who has attended DSCPN general meetings on a regular basis (50% of general meetings in the last year).
6. VACANCIES
If the vacancy occurs in the position of President or if for any reason, the President is no longer able to act in that capacity, the Vice-President is authorized to act and to assume all responsibilities of the position of President.
Vacancies in any other executive position shall be filled by a director for the balance of the term from among those eligible to serve.
If the vacancy or vacancies cannot be filled by an eligible director, a special meeting shall be called for the purpose of electing a new director(s).
7. STANDING AND/OR AD HOC COMMITTEES
Ad hoc committees may be established by the board to address organizational concerns or issues. ( i.e. - policy statements, fundraising, social events, membership, speech therapy, parent support, lending library, etc.) The chairperson of the ad hoc committee must report on a regular basis to the board as required by the board.
Standing committees (i.e. - Special Education Advisory Committee (SEAC), etc.) and the provincial organization, Down Syndrome Association of Ontario (DSAO), shall have a representative from DSCPN elected or appointed by the Board of DSCPN.
8. ELECTIONS
Elections are to be held at the Annual General Meeting. Board member terms are to be two years, with approximately half the board to be elected each year to ensure the continuity of the board. If the slate of nominees for the board is ten (10) people or less, they will be awarded positions to the board by acclamation. If the slate of nominees for the board is more than ten (10) people, an election by ballot shall be taken.
Nominations for the board may be taken prior to the Annual General Meeting as well as from the floor during the Annual General Meeting.
9. FISCAL YEAR
The fiscal year of the organization shall be from January 1 to December 31.
10. BORROWING
The organization and/or Board will not have the power to borrow money on the credit of the organization unless the approval is first given for the borrowing through the Annual General Meeting or a Special General Meeting.
11. RULES OF ORDER
Robert’s Rules of Order (revised) shall govern all proceedings of the organization except those otherwise provided for in these bylaws and policies.