Fellowship of Alberta Bears Bylaws

As a registered society FAB is required to have and post it's bylaws for members and submit them to the provincial government yearly should there be any changes.

MEMBERSHIP

  1. Membership fee in the society shall be determined, from time to time, by the members at a general meeting. Any male identifying person residing in Alberta, and being of the full age of 18 years or older, can become a member upon payment of the fee.

  2. Any member wishing to withdraw from membership may do so upon a notice in writing to the Board through its Secretary. If any member is in arrears for fees or assessments for any year, such member shall be automatically suspended at the expiration of three months from the end of such year and shall thereafter be entitled to no membership privileges or powers in the society until reinstated. Any member upon a majority vote of all board members of the society in good standing, may be expelled from membership for any cause which the board may deem reasonable.

  3. The Society holds a set of core values called The Bear Necessities. Any member found to be in violation of these core values by the determination of the Board of Directors shall have their membership revoked.

  4. The Society primarily uses email to communicate with its members, as such a valid email address is a requirement for membership. Under special circumstances, the Board may choose to waive this requirement for specific members.

DEN OF BEARS (BOARD OF DIRECTORS)

  1. Den of Bears, Executive Committee or Board, shall mean the Board of Directors of the society.

  2. The Board shall, subject to the bylaws or directions given it by majority vote at any meeting properly called and constituted, have full control and management of the affairs of the society, and meetings of the Board shall be held as often as may be required, but at least once every three months, and shall be called by the President. A special meeting may be called on the instructions of any two members provided they request the President in writing to call such meetings, and state the business to be brought before the meeting. Meetings of the Board shall be called by 7 days notice in writing emailed to each member or by three days notice by telephone. Any four members shall constitute a quorum, and meetings shall be held without notice if a quorum of the Board is present, provided however, that any business transactions at such meeting shall be ratified at the next regularly called meeting of the Board; otherwise they shall be null and void.

  3. A person appointed or elected a director becomes a director if they were present at the meeting when being appointed or elected, and did not refuse the appointment. They may also become a director if they were not present at the meeting but consented in writing to act as director before the appointment or election, or within ten days after the appointment or election, or if they acted as a director pursuant to the appointment or election.

  4. Any director or officer, upon a majority vote of all members in good standing, may be removed from office for any cause which the society may deem reasonable.

  5. Any director who misses more than three Board meetings in succession may be removed from office after a majority Board vote.

  6. Directors will each be responsible for participating and helping the coordination of events. Directors who do not participate may be removed from office after a majority Board vote.

GRAND GRIZZLY BEAR (THE PRESIDENT)
  1. The Grand Grizzly Bear (forthwith known as the President) shall be ex-officio a member of all Committees. He shall, when present, preside at all meetings of the society and of the Board. In his absence, the Vice-President shall preside at any such meetings. In the absence of both, a chairperson may be elected at the meeting to preside. Should there be a tie in any Board votes the President shall act as the tie breaker.

PAPA BEAR (THE VICE-PRESIDENT)
  1. The Papa Bear (forthwith known as the Vice-President) shall be responsible for supporting the President. In the President’s absence, the Vice-President shall preside at any such meetings of the society and of the Board. In the absence of both, a chairperson may be elected at the meeting to preside. Should the President resign or be removed from his position by the Board the Vice-President shall assume his roles and responsibilities for the duration of the term.

URSARI (THE SECRETARY)
  1. It shall be the duty of Ursari (forthwith known as the Secretary) to attend all meetings of the society and of the Board, and to keep accurate minutes of the same. He shall have charge of the Seal of the society which when used shall be authenticated by the signature of the Secretary and the President, or, in the case of the death or inability of either to act, by the Vice-President. In case of the absence of the Secretary, his duties shall be discharged by such officer as may be appointed by the Board. The Secretary shall have charge of all the correspondence of the society and be under the direction of the President and the Board.

  2. The Secretary shall also keep a record of all the members of the society and their addresses, send all notices of the various meetings as required, and collect and receive the annual dues or assessments levied by the society. Such monies shall be promptly turned over to the Treasurer for deposit in a Bank, Trust Company, Credit Union or Treasury Branch as required.

THE TREASURERS
  1. The Honey Bear (forthwith known Primary Treasurer) shall receive all monies paid to the society and be responsible for the deposit of same in whatever Bank, Trust Company, Credit Union or Treasury Branch the Board may order. He shall properly account for the funds of the society and keep such books as may be directed. He shall present a full detailed account of receipts and disbursements to the Board whenever requested and shall prepare for submission to the Annual Meeting a statement duly audited of the financial position of the society and submit a copy of same to the Secretary for the records of the society. The Office of the Secretary and Treasurer may be filled by one person if any annual meeting for the election of officers shall so decide.

  2. The Sugar Bear shall fill the same roll as the Honey Bear however the position should be filled by someone in the Calgary area as they will be responsible for ensuring events in southern Alberta have the proper financial oversight. .

MEMBEARS AT LARGE (Members at Large)
  1. MemBears at Large (forthwith known as Members at Large) represent and are accountable to the general membership of a group or organization. Because of this, Members at Large are responsible for keeping the general membership informed about board activities via written and oral communications and are responsible for attending board meetings.

  2. Members at Large do not have specific duties, they take direction from and make recommendations to board officers and can be working members of one or more committees or subcommittees formed by the Board.

  3. Two Members at large positions will be set aside for Southern Alberta representatives. These representatives will be responsible for coordinating and communicating events in southern Alberta with board approval.

  4. One Member at Large position will be set aside for a Northern Alberta representative. This representative will be responsible for coordinating and communicating events in northern Alberta with board approval.

  5. Three Member at Large positions in addition to the special representatives will be available at each election.

DEN OF BEARS ELECTIONS & TERMS
  1. Board of Directors members are elected for fixed terms. There is no limit on the number of times a member may be re-elected for a position.

  2. Terms for the President and Vice-President is set to two years. All other positions are set for one year terms.

  3. Nominees for Board of Directors positions must be approved by a majority vote of the current Board of Directors before being added to a ballot.

  4. One year of experience on the board is required before someone may run for the President position. If no one fulfilling this requirement is nominated this provision can be waived by majority board vote.
  5. Elections may be held via email or secured online voting method due to the spread out nature of the membership.

  6. Should a Board member resign during the course of his term the board may fill the position via special resolution until the end of the term.

AUDITING

  1. The books, accounts and records of the Secretary and Treasurer shall be audited at least once each year by a duly qualified accountant or by two members of the society elected for that purpose at the Annual Meeting. A complete and proper statement of the standing of the books for the previous year shall be submitted by such auditor at the Annual Meeting of the society. The fiscal year end of the society in each year shall be February 28th.

  2. The books and records of the society may be inspected by any member of the society at the Annual Meeting or at any time upon giving reasonable notice (at least 30 days) and arranging a time satisfactory to the officer or officers having charge of same. Each member of the Board shall at all times have access to such books and records.

DONATIONS & FUNDS

  1. The society shall maintain an operations fund to ensure the financial long term growth and viability of the society.

  2. The operations fund amount/goal for each year will be decided on by the Board of Directors at the first meeting after elections are held.

  3. Funds generated over and above the set operations fund amount are to be distributed to other not-for-profit societies and or charities at the Board’s discretion.

MEETINGS

  1. This society shall hold an annual meeting on or before March 31stin each year, of which notice in writing to the last known address of each member shall be delivered by email 8 days prior to the date of the meeting. At this meeting there shall be elected a President, Vice-President, Secretary, Treasurer, and at least two Members at Large. The officers and directors so elected shall form a Board, and shall serve until their successors are elected and installed. Any vacancy occurring during the year shall be filled at the next meeting, provided it is so stated in the notice calling such meeting. Any member in good standing shall be eligible to any office in the society.

  2. General meetings of the society may be called at any time by the Secretary upon the instructions of the President or Board by notice in writing to the last known email address of each member, delivered by email, five days prior to the date of such meeting. A special meeting shall be called by the President or Secretary upon receipt of a petition signed by one-third of the members in good standing, setting forth the reasons for calling such meeting, which shall be by letter to the last known email address of each member, delivered by email five days prior to the meeting.

  3. Four members in good standing shall constitute a quorum at any meeting.

VOTING

  1. Any member who has not withdrawn from membership nor has been neither suspended nor expelled shall have the right to vote at any meeting of the society. Such votes must be made in person and not by proxy or otherwise.

REMUNERATION

  1. Unless authorized at any meeting and after notice for same shall have been given, no officer, director, or member of the society shall receive any remuneration for his/her services.

BORROWING POWERS

  1. For the purpose of carrying out its objects, the society may borrow or raise or secure the payment of money in such manner as it thinks fit, and in particular by the issue of debentures, but this power shall be exercised only under the authority of the society, and in no case shall debentures be issued without the sanction of a special resolution of the society.

BYLAWS

  1. The Bylaws may be rescinded, altered or added to by a “Special Resolution” by the Board of Directors.