Caribbean Women's Society #961495-8
Improving  quality of life for the Caribbean-Canadian community.

By-Laws


Revised: March 13, 2017

Definitions
In this by-law and all other by-laws of the Society, unless the context otherwise requires:
"Act" means the Canada Income Tax Act including the Regulations made pursuant to the Act, and any statute or regulations that may be substituted, as amended from time to time;
"articles" means the original or restated articles of amendment, amalgamation, continuance, reorganization, arrangement or revival of the Society;
"board" means the board of directors of the Society and "director" means a member of the board;
"by-law" means this by-law and any other by-law of the Society as amended and which are, from time to time, in force and effect;
"meeting of members" includes regular monthly meetings, an annual meeting of members or a special meeting of members; "special meeting of members" includes a meeting of any class or classes of members and a special meeting of all members entitled to vote at an annual meeting of members;
"ordinary resolution" means a resolution passed by a majority (for example more than 50%) of the votes cast on that resolution;
"Regulations" means the regulations made under the Act, as amended, restated or in effect from time to time; and
"special resolution" means a resolution passed by a majority of not less than two-thirds (2/3) of the votes cast on that resolution.

Interpretation
In the interpretation of this by-law, words in the singular include the plural and vice-versa, words in one gender include all genders, and "person" includes an individual, body corporate, partnership, trust and unincorporated organization.
Other than as specified above, words and expressions defined in the Act have the same meanings when used in these by-laws.

Execution of Documents
Deeds, transfers, assignments, contracts, obligations and other instruments in writing requiring execution by the Society may be signed by any two (2) of its officers or directors. In addition, the board may from time to time direct the manner in which and the person or persons by whom a particular document or type of document shall be executed. Any person authorized to sign any document may affix the corporate seal (if any) to the document. Any signing officer may certify a copy of any instrument, resolution, by-law or other document of the Society to be a true copy thereof

Financial Year End
The financial year end of the Society shall be determined by the board of directors.

Banking Arrangements
The banking business of the Society shall be transacted at such bank, trust company or other firm or Society carrying on a banking business in Canada or elsewhere as the board of directors may designate, appoint or authorize from time to time by resolution. The banking business or any part of it shall be transacted by an officer or officers of the Society and/or other persons as the board of directors may by resolution from time to time designate, direct or authorize.

Annual Financial Statements
The Society may, instead of sending copies of the annual financial statements and other documents referred to in subsection 172(1) (Annual Financial Statements) of the Act to the members, publish a notice to its members stating that the annual financial statements and documents provided in subsection 172(1) are available at the registered office of the Society and any member may, on request, obtain a copy free of charge at the registered office, by electronic copy or by prepaid mail.

Auditors
The members shall, at each annual meeting, appoint an auditor to audit the accounts and annual financial statements of the corporation for report to the members at the next annual meeting. The auditor shall hold office until the next annual meeting provided that the directors may fill any casual vacancy in the office of the auditor. The remuneration of the auditor shall be fixed by the board of directors.

Membership Conditions
Subject to the articles, there shall be one class of members in the Society  
An individual becomes a member of the Society when she:
(a)   completes the member orientation; and
(b)   submits a signed application form, along with the applicable membership fee, to the Board; and
(c)   been accepted into membership by resolution of the board or in such other manner as may be determined by the board; and
(d)   attends her first members’ meeting
Each member shall be entitled to receive notice of, attend and vote at all meetings of the members of the Society.
Members must remain in good standing to maintain their membership.  A member in good standing:
1.     attends and participates in five (or more) monthly meetings per year; and
2.     volunteers at two (or more) initiatives/events per year; and
3.      regularly engages in activities and assumes leadership roles (e.g. Board, committees, etc)

Pursuant to subsection 197(1) (Fundamental Change) of the Act, a special resolution of the members is required to make any amendments to this section of the by-laws if those amendments affect membership rights and/or conditions described in paragraphs 197(1)(e), (h), (l) or (m).

Membership Transferability
A membership may only be transferred to the Society. Pursuant to Section 197(1) (Fundamental Change) of the Act, a special resolution of the members is required to make any amendment to add, change or delete this section of the by-laws.

Notice of Members Meeting
Notice of the time and place of a meeting of members shall be given to each member entitled to vote at the meeting by telephonic, electronic or other communication facility to each member entitled to vote at the meeting, during a period of 21 to 35 days before the day on which the meeting is to be held. If a member requests that the notice be given by non-electronic means, the notice will be sent by mail, courier or personal delivery.
Pursuant to subsection 197(1) (Fundamental Change) of the Act, a special resolution of the members is required to make any amendment to the by-laws of the Society to change the manner of giving notice to members entitled to vote at a meeting of members.

Members Calling a Members' Meeting
The board of directors shall call a special meeting of members in accordance with Section 167 of the Act, on written requisition of members carrying not less than 5% of the voting rights. If the directors do not call a meeting within twenty-one (21) days of receiving the requisition, any member who signed the requisition may call the meeting.

Membership Dues
Members shall be notified in writing of the membership dues at any time payable by them and, if any are not paid within one (1) calendar month of the membership renewal date the members in default shall automatically cease to be members of the Society.

Termination of Membership
A membership in the Society is terminated when:
the member dies, or, in the case of a member that is a corporation, the corporation is dissolved;
a member fails to maintain any qualifications for membership described in the section on membership conditions of these by-laws;
the member resigns by delivering a written resignation to the board of the Society in which case such resignation shall be effective on the date specified in the resignation;
the member is expelled in accordance with any discipline of members section or is otherwise terminated in accordance with the articles or by-laws;
the member's term of membership expires; or
the Society is liquidated or dissolved under the Act.

Effect of Termination of Membership
Subject to the articles, upon any termination of membership, the rights of the member, including any rights in the property of the Society, automatically cease to exist.

Discipline of Members
The board shall have authority to suspend or expel any member from the Society for any one or more of the following grounds:
violating any provision of the articles, by-laws, or written policies of the Society;
carrying out any conduct which may be detrimental to the Society as determined by the board in its sole discretion;
for any other reason that the board in its sole and absolute discretion considers to be reasonable, having regard to the purpose of the Society.
In the event that the board determines that a member should be expelled or suspended from membership in the Society, the president, or such other officer as may be designated by the board, shall provide twenty (20) days notice of suspension or expulsion to the member and shall provide reasons for the proposed suspension or expulsion. The member may make written submissions to the president, or such other officer as may be designated by the board, in response to the notice received within such twenty (20) day period. In the event that no written submissions are received by the president, the president, or such other officer as may be designated by the board, may proceed to notify the member that the member is suspended or expelled from membership in the Society. If written submissions are received in accordance with this section, the board will consider such submissions in arriving at a final decision and shall notify the member concerning such final decision within a further twenty (20) days from the date of receipt of the submissions. The board's decision shall be final and binding on the member, without any further right of appeal.


Proposals Nominating Directors at Annual Members' Meetings
Subject to the Regulations under the Act, any proposal may include nominations for the election of directors if the proposal is signed by not less than 5% of members entitled to vote at the meeting at which the proposal is to be presented.

Cost of Publishing Proposals for Annual Members' Meetings
The member who submitted the proposal shall pay the cost of including the proposal and any statement in the notice of meeting at which the proposal is to be presented unless otherwise provided by ordinary resolution of the members present at the meeting.

Place of Members' Meeting
Subject to compliance with section 159 (Place of Members' Meetings) of the Act, meetings of the members may be held at any place within Canada determined by the board or, if all of the members entitled to vote at such meeting so agree, outside Canada.

Persons Entitled to be Present at Members' Meetings
The only persons entitled to be present at a meeting of members shall be those entitled to vote at the meeting, the directors and the public accountant of the Society and such other persons who are entitled or required under any provision of the Act, articles or by-laws of the Society to be present at the meeting. Any other person may be admitted only on the invitation of the chair of the meeting or by resolution of the members.

Chair of Members' Meetings
In the event that the Chair of the board and the Co-chair of the board are absent, the members who are present and entitled to vote at the meeting shall choose one of their members to chair the meeting.

Quorum at Members' Meetings
A quorum at any meeting of the members (unless a greater number of members are required to be present by the Act) shall be 20 percent of the members entitled to vote at the meeting. If a quorum is present at the opening of a meeting of members, the members present may proceed with the business of the meeting even if a quorum is not present throughout the meeting.

Votes to Govern at Members' Meetings
At any meeting of members every question shall, unless otherwise provided by the articles or by-laws or by the Act, be determined by a majority of the votes cast on the questions. In case of an equality of votes either on a show of hands or on a ballot or on the results of electronic voting, the chair of the meeting in addition to an original vote shall have a second or casting vote.

Participation by Electronic Means at Members' Meetings
If the Society chooses to make available a telephonic, electronic or other communication facility that permits all participants to communicate adequately with each other during a meeting of members, any person entitled to attend such meeting may participate in the meeting by means of such telephonic, electronic or other communication facility in the manner provided by the Act. A person participating in a meeting by such means is deemed to be present at the meeting. Notwithstanding any other provision of this by-law, any person participating in a meeting of members pursuant to this section who is entitled to vote at that meeting may vote, in accordance with the Act, by means of any telephonic, electronic or other communication facility that the Society has made available for that purpose.

Number of Directors
The board shall consist of the number of directors specified in the articles. If the articles provide for a minimum and maximum number of directors, the board shall be comprised of the fixed number of directors as determined from time to time by the members by ordinary resolution or, if the ordinary resolution empowers the directors to determine the number, by resolution of the board. In the case of a soliciting corporation the minimum number of directors may not be fewer than three (3), at least two of whom are not officers or employees of the Corporation or its affiliates.

Calling of Meetings of Board of Directors
Meetings of the board may be called by the chair of the board, the co-chair of the board or any two (2) directors at any time.

Notice of Meeting of Board of Directors
Notice of the time and place for the holding of a meeting of the board shall be given in the manner provided in the section on giving notice of meeting of directors of this by-law to every director of the Society not less than 5 days before the time when the meeting is to be held. Notice of a meeting shall not be necessary if all of the directors are present, and none objects to the holding of the meeting, or if those absent have waived notice of or have otherwise signified their consent to the holding of such meeting. Notice of an adjourned meeting is not required if the time and place of the adjourned meeting is announced at the original meeting. Unless the by-law otherwise provides, no notice of meeting need specify the purpose or the business to be transacted at the meeting except that a notice of meeting of directors shall specify any matter referred to in subsection 138(2) (Limits on Authority) of the Act that is to be dealt with at the meeting.

Regular Meetings of the Board of Directors
The board may appoint a day or days in any month or months for regular meetings of the board at a place and hour to be named. A copy of any resolution of the board fixing the place and time of such regular meetings of the board shall be sent to each director forthwith after being passed, but no other notice shall be required for any such regular meeting except if subsection 136(3) (Notice of Meeting) of the Act requires the purpose thereof or the business to be transacted to be specified in the notice.

Votes to Govern at Meetings of the Board of Directors
At all meetings of the board, every question shall be decided by a majority of the votes cast on the question. In case of an equality of votes, the chair of the meeting shall have a second or casting vote.

Committees of the Board of Directors
The board may from time to time appoint any committee or other advisory body, as it deems necessary or appropriate for such purposes and, subject to the Act, with such powers as the board shall see fit. Any such committee may formulate its own rules of procedure, subject to such regulations or directions as the board may from time to time make. Any committee member may be removed by resolution of the board of directors.

Appointment of Officers
The board may designate the offices of the Society, appoint officers on an annual or more frequent basis, specify their duties and, subject to the Act, delegate to such officers the power to manage the affairs of the Society. A director may be appointed to any office of the Society. An officer may, but need not be, a director unless these by-laws otherwise provide. Two or more offices may be held by the same person.

Description of Offices
Unless otherwise specified by the board which may, subject to the Act modify, restrict or supplement such duties and powers, the offices of the Society, if designated and if officers are appointed, shall have the following duties and powers associated with their positions:

Chair of the Board - The chair of the board shall be a director. The chair of the board, if any, shall, when present, preside at all meetings of the board of directors and of the members. The chair shall have such other duties and powers as the board may specify.

Vice-Chair of the Board - The vice-chair of the board, if one is to be appointed, shall be a director. If the chair of the board is absent or is unable or refuses to act, the vice-chair of the board, if any, shall, when present, preside at all meetings of the board of directors and of the members. The vice-chair shall have such other duties and powers as the board may specify.

President – The president shall be the chief executive officer of the Society and shall be responsible for implementing the strategic plans and policies of the Society. The president shall, subject to the authority of the board, have general supervision of the affairs of the Society.  The President shall speak to the media and at designated public events.

Secretary and Communications – The S&C Director shall attend and be the documenter of all meetings of the Board, Members and Committees of the board. The S&C Director shall be responsible for maintaining the Society's minute book; and shall give notices to members, directors, the public accountant and members of committees; and shall be the custodian of all books, papers, records, documents and other instruments belonging to the Society.  The S&C Director shall be responsible for members’ communication and updating/tracking membership.  The S&C Director shall assist the other Directors when required.

Treasurer - If appointed, the treasurer shall have such powers and duties as the board may specify.

Social Media – The SM Director shall be responsible for ensuring that the Society (i.e. its purpose, mission and vision) has a regular presence on social media to bring awareness and attract support; and shall be responsible for creating, organizing and managing ongoing social media campaigns; and shall be responsible for tracking trends and efficiency.  The SM Director shall assist the other Directors when required.

Events and Initiatives – The E&I Director shall be responsible for organizing, executing and managing events and initiatives; shall be responsible for collaborating with all of the Directors on each event and initiative to ensure that the Society’s objectives are consistently met.  The E&I Director shall assist the other Directors when required.

Fundraising, Sponsorships and Donations – The FS&D Director shall be responsible for creating, organizing, and managing fundraisers; shall be responsible for creating proposal letters and promotional material and campaigns to attract and retain sponsors and donors; shall be the contact person for interested sponsors and donors; shall be responsible for creating custom sponsorship packages.  The FS&D Director shall assist the other Directors when required.

Marketing – The Director of M/P shall collaborate with other Directors to create, update and distribute marketing/promotional communication/material for the Society, events, campaigns, sponsors, donors, recruitment, etc. to promote the Society and its activities.  The Marketing Director shall assist the other Directors when required.

Scouting and Recruitment – The S&R Director shall continuously seek/follow up and secure potential members and volunteers; schedule webinars, conduct new-member orientations; maintain members’ spreadsheet shall converse with potential members to ensure that they are suitable for the Society before submitting their membership form for Board vote-in.  The S&R Director shall assist the other Directors when required.

Research and Statistics – The R&S Director shall be responsible for leading appropriate research; and shall be responsible for creating, conducting and compiling surveys; and shall be responsible for tracking statistical information.  The R&S Director shall assist the other Directors when required.
The powers and duties of all other officers of the Society shall be such as the terms of their engagement call for or the Board or President requires of them. The Board may from time to time and subject to the Act, vary, add to or limit the powers and duties of any officer.

Vacancy in Office
The board may remove, whether for cause or without cause, any officer of the Society. Unless so removed, an officer shall hold office until the earlier of:
the officer's successor being appointed,
the officer's resignation,
such officer ceasing to be a director (if a necessary qualification of appointment) or
such officer's death.
If the office of any officer of the Society shall be or become vacant, the directors may, by resolution, appoint a person to fill such vacancy.
Invalidity of any Provisions of this By-law
The invalidity or unenforceability of any provision of this by-law shall not affect the validity or enforceability of the remaining provisions of this by-law.

Omissions and Errors
The accidental omission to give any notice to any member, director, officer, member of a committee of the board or public accountant, or the non-receipt of any notice by any such person where the Society has provided notice in accordance with the by-laws or any error in any notice not affecting its substance shall not invalidate any action taken at any meeting to which the notice pertained or otherwise founded on such notice.

By-laws and Effective Date
Subject to the articles, the board of directors may, by resolution, make, amend or repeal any by-laws that regulate the activities or affairs of the Society. Any such by-law, amendment or repeal shall be effective from the date of the resolution of directors until the next meeting of members where it may be confirmed, rejected or amended by the members by ordinary resolution. If the by-law, amendment or repeal is confirmed or confirmed as amended by the members it remains effective in the form in which it was confirmed. The by-law, amendment or repeal ceases to have effect if it is not submitted to the members at the next meeting of members or if it is rejected by the members at the meeting.
This section does not apply to a by-law that requires a special resolution of the members according to subsection 197(1) (fundamental change) of the Act because such by-law amendments or repeals are only effective when confirmed by members.