Bylaws
MID-ISLAND MÉTIS NATION ASSOCIATION
Incorporated October 8 1996
Incorporation Number S-35957
CONSTITUTION and BYLAWS OF MID-ISLAND MÉTIS NATION ASSOCIATION
SOCIETY ACT CONSTITUTION
1. The name of the Society is MID-ISLAND MÉTIS NATION ASSOCIATION.
2. The purposes of the Society are:
(a.) To protect and promote the culture and heritage of the Métis Community in the mid- island region of Vancouver Island, British Columbia through research, communications and involvement in cultural activities.
(b.) To develop and implement training and education initiatives for the Métis Community in the mid-island region of Vancouver Island, British Columbia.
(c.) To ensure an effective communications vehicle is established for the Métis Community in the mid-island region of Vancouver Island, British Columbia.
(d.) To develop and implement economic development initiatives for the Métis Community in the mid-island region of Vancouver Island, British Columbia.
BYLAWS OF MID-ISLAND MÉTIS NATION ASSOCIATION
Part I – INTERPRETATION
[The Mid-Island Métis Nation Association is hereinafter referred to as the Mid-Island Métis Nation (MIMN).
1. In these bylaws, unless the context otherwise requires:
(a) “Board of Directors” mean the directors of the society for the time being;
(b) “Society Act” means the Society Act of the Province of British Columbia from time to time in force and all amendments to it;
(c) “Registered Address” of a member means his or her address as recorded in the register of members.
(d) “Aboriginal person”(Indigenous) is a First Nations, Inuit or Métis as stated in the Canadian Constitution.
(e) “Métis person” is an Aboriginal person who self identifies as Métis, is distinct from other Aboriginal peoples, is of historic Métis Ancestry.
(f) “AGM” means the Annual General Meeting of the Society.
(g) “Bylaws” means the bylaws as may be altered from time to time.
(h) “Community” means those individuals who, residing in a defined geographical area, are related to each other through Métis connections of an historical, cultural, or traditional nature.
(i) “Member” means a Métis Person who has applied for and been accepted by the Community and is a Member in good standing of the Society.
(j) Elections of the Mid-Island Métis Nation Board shall be held every two years.
2. The definitions in the Society Act on the date these bylaws become effective apply to these bylaws.
3. Words importing the singular include the plural and vice versa; and words importing a male person shall include a female person and a corporation.
Part II – MEMBERSHIP
4. The members of the society are the applicants for incorporation of the society, and these persons who subsequently have become members, in accordance with these bylaws and, in either case, have not ceased to be members.
5. There shall be 2 separate classes of membership:
(a) Full (voting) membership: Any person 18 years of age or older, of proven Métis heritage and of good moral character.
(b) Youth (non-voting) membership: Any person under 18 years of age, of proven Métis heritage and of good moral character.
6. The rights and privileges of the of membership are as follows:
(a) Full: To attend all general and special meetings, to participate in all social and cultural events, to vote, to hold an elected office after three months of consecutive membership, to hold a voluntary position, to participate in committees, and to receive all Society bulletins and newsletters. Membership Number and card issued.
(b) Youth: The same as in (a) above except that there is no right to vote nor to hold a voting elected office.
7. Membership Fees and Dues
(a) All fees and annual dues will be reviewed yearly by the Board of Directors and changed as deemed necessary to become effective at the start of the next fiscal year (April 1).
(b) For membership the one-time processing fee and annual dues is determined by the Board of Directors annually.
8. Applicants for membership must be proposed in writing on a form approved by the Directors. Each application must be accompanied by the required documentation, genealogy and processing fee. The processing fee is non-refundable.
9. Once verified, the application must be presented by the Board of Directors to the membership for acceptance.
10. Annual dues if applicable become payable on membership acceptance and/or April 1st. Dues for members shall be prorated to the nearest quarter.
Part III – MEETINGS OF MEMBERS
11. The Annual General Meeting of the Society shall be held in October of each year in a place to be determined by the Board of Directors. A notice of the time and place of said meeting shall be posted on the MIMN website and distributed at least ten (10) days prior to such meeting as outlined in clause 41. Not less than eighteen (18), voting members shall form a quorum for an AGM. Voting by proxy is not permitted.
12.
(a) Periodic Meetings shall be held at least three times annually, on dates determined by the Board. A notice of date, time and place of these meetings will be posted on the MIMN website and in the regular MIMN office Announcements. Not less than ten (10), voting members shall form a quorum.
(b) The accidental omission to give notice of a meeting or the non-receipt of a notice by any of the members entitled to receive notice does not invalidate proceedings at that meeting.
The order of business at these meetings should be as follows:
(i) Address by the President
(ii) Recognition of any new members or guests
(iii) Conduct any new business or old business as required.
(iv) Report of the Treasurer
(v) Reports of the Officers and Committees
13.
(a.) Special Resolutions Meetings may be called by a majority vote of Board of Directors on the requisition of a minimum of twenty-five (25) eligible voting members of the Society and upon ten (10) days notice posted on the MIMN website, email and posted at the MIMN office. No business other than as indicated in the call shall be presented at the Special Resolution Meeting.
(b.) An affirmative vote of 2/3rds of the present eligible voting members present is needed to pass.
(c.) If twenty-five (25), voting members do not attend such special resolution meeting, a second meeting shall be called and the special business will be transacted by the voting members present.
Part IV – DIRECTORS and OFFICERS
14. The elected officers of the Society shall consist of:
(a) President
(b) Vice President
(c) Secretary
(d) Treasurer
(e) Directors
15. The Board of Directors, as elected from the active members of the Society, shall consist of a minimum of two (2) elected Directors in addition to the elected officers and the immediate Past President. Election to an office makes such an officer automatically a Director. The Officers terms of office shall be for 2 years, the Directors for 2 years.
(a) The President, Vice President, Secretary and Treasurer shall be the Officers of the Society.
(b) The number of Directors shall be two (2) or a greater number.
(c) Invited Elders shall sit as non-voting members on the Board of Directors.
(d) Past President shall sit as a non-voting member on the Board of Directors.
(e) Invited Youth Member shall sit as a non-voting Youth Representative on the Board of Directors
16. Should there be no active immediate Past President; the Board of Directors may at their discretion fill the position left vacant by appointing a previous board member.
17. An officer of the Society or a member of the Board of Directors may not receive personal gain or profit for service to the Society in the execution of their duties directly related to their elected position. A director may be reimbursed for all expenses necessarily and reasonably incurred by him or her while engaged in the affairs of the Society.
Part V – ELECTION OF OFFICERS
18. The election of officers shall be held at the MIMN Annual General Meeting in the October AGM every two years.
19. The Board of Directors may appoint a Nominating Committee (minimum two (2) members) in August and present the committee at the September Meeting. The Board will ask for additional nominations (for the committee) from the floor at this time.
20.
(a) The Directors shall retire from office at the end of their term at an Annual General Meeting when their successor shall be elected.
(b) Separate elections shall be held for each office to be filled,
(c) An election may be by acclamation, otherwise, shall be by secret ballot.
(d) If no successor is elected, the position remains vacant see number 24 regarding appointment.
21. At the election of Officers and Directors at an AGM every two years, only those voting eligible members who are present and in good standing shall be entitled to cast a ballot.
22. The ballots shall be taken and counted by an election officer appointed by the Board. There shall be no votes by proxy.
23. The Officers and Director(s) so elected and sworn in shall assume office immediately following the election and shall hold office until the end of the term or until their successors shall be elected and qualified.
24.
(a) Whenever a vacancy shall occur in any elected office by reason of resignation or any other cause, such vacancy shall be filled by appointment by the President, subject to a confirmation by a majority vote of the Board of Directors. The person so elected shall serve the unexpired term of his or her predecessor.
(b) In the event of a vacancy occurring in the offices of President or Vice President, these offices shall be filled by the Treasurer or Secretary respectively.
(c) The members may, by special resolution, remove an officer before the expiration of his term of office and appoint a successor to complete the term of office, reference clause 13.
Part VI – DUTIES OF ELECTED OFFICERS
25. The President shall:
(a) Preside at all meetings of the Society and/of the Directors; and
(b) Supervise the other officers in the execution of their duties.
26. The Vice President shall carry out the duties assigned by the President and/or carry out the duties of the President in the absence of the President.
27. The Secretary shall:
(a) Conduct the correspondence of the Society;
(b) Issue notices of meetings of the Society and Directors;
(c) Keep minutes of all meetings of the Society and directors;
(d) Have custody of all records and documents of the Society except those required to be kept by the treasurer;
(e) Have custody of the common seal of the Society; and
(f) Maintain the register of members.
28. The Treasurer shall:
(a) Keep the financial records, including books of account, necessary to comply with the Society Act; and
(b) Render financial statements to the directors, members and others when required.
29.
(a) The offices of Secretary and Treasurer may be held by one person who shall be known as the Secretary Treasurer.
(b) When a Secretary Treasurer holds office the total number of Board members shall not be less than five (5).
30. In the absence of the Secretary at a meeting, the Board shall appoint another person to act as Secretary at the meeting.
31.
(a) The Board of Directors shall constitute the governing body of the Society and shall have the power to carry out and fulfill the objects and purposes prescribed in the Articles of the Society and to implement all the legal powers conferred by said articles and by law upon the Society.
(b) Directors shall not miss attending three or more consecutive Board meetings without a prior written request for a leave of absence which may be granted at the Presidents discretion.
32. The Board of Directors shall be the legal custodians of the property of the Society and shall have the active business management and control of the affairs and funds of the Society hire staff and make contracts binding upon the Society. The signing of all instruments in writing or other legal documents shall be by the President and the Secretary who shall also affix the corporate seal when necessary.
Part VII – COMMITTEES AND THEIR DUTIES
33. The FINANCE COMMITTEE shall consist of two or more of the elected Board members including the Treasurer who shall chair the meetings. Its duties shall include receiving committee recommendations for budget expenditures in advance of the current year, preparation and submission to the Board of Directors of an annual budget, and submission of the approved budget to the Board for implementation.
34. The President may present to the Board of Directors the need for the creation of any special committees and designate the duties of said committees when and as deemed necessary upon the approval of the Board.
Part VIII – MISCELLANEOUS
35. The Board of Directors shall be empowered to make unbudgeted expenditures of up to but not exceeding One Thousand Dollars ($1000.00) without creating a financial deficit. Greater expenditure shall require a majority vote at a board meeting. Notice of the proposed expenditure shall be given at least ten (10) days prior to the meeting at which the vote will be taken.
36. Robert’s Rules of Order shall prevail in all matters at regular meetings, the Annual General Meeting, and in matters pertaining to special resolutions.
Part IX – BY-LAWS AMENDMENTS
37. The Secretary shall ensure updated By-laws are put into the minute book; this book shall be the permanent record book and the property of the society.
38. The Board of Directors shall review the By-laws annually and any revisions recommended shall result in appropriate amendments and recording.
39. These by-laws may be amended from time to time by a seventy-five percent (75%) vote of the Full Members present at a general meeting, a special resolution meeting called for that purpose, or at an AGM provided that in the call for the meeting the Secretary shall give notice per clause 41 that an amendment to the by-laws is to come before the Society at such meeting.
Part X – DISSOLUTION
40. In the event of the winding-up of the Society, as a non-profit organization, the assets will be donated to a non-profit society in British Columbia that has similar goals and objectives as the Mid-Island Métis Nation Association and is agreed to by the membership.
Part XI – NOTIFICATION
41.
(a) Any notice or document may be given by the Society to any member in person or by email to the last email address which he has given to the Society. Any notice or document sent by email shall be deemed to have been served on the business day following that on which the email has been sent.
(b) In addition, postings may be made to social media including posts on the MIMN website.