LHDA By-laws

Article I – Name

 

  1. The name of the Society is the LETHBRIDGE HIGHLAND DANCE ASSOCIATION.
  2. The LETHBRIDGE HIGHLAND DANCE ASSOCIATION shall be deemed to be affiliated with a parent organisation known as the “ALBERTA HIGHLAND DANCING ASSOCIATION (1982),” and the Society herein constituted shall, in addition to these by-laws, strictly adhere to the by-laws and rules and regulations of the parent organisation.

Article II – Interpretation

  1. In these by-laws, unless otherwise stated or required:

(a) reference to the term “Local” shall mean the Lethbridge Highland Dance Association as described in Article I, section 1.
(b) reference to the term “Provincial” shall mean the Alberta Highland Dancing Association (1982) as described in Article I, section 2

  1.  In these by-laws, unless the context otherwise requires, words importing the singular number or the masculine gender shall include the plural number or the feminine gender, as the case may be, and vice versa, and references to persons shall include firms and corporations.

Article III – Membership

  1. Any person sixteen (16) years or over will be required to be an ordinary member of the Local. Memberships may be purchased at any time upon payment of dues, which may be from time to time set.
  2. There shall be four classes of membership in the Local, namely: Honorary Life Membership, Ordinary Membership, Dancing Membership and Associate Membership.

Honorary Life Membership: Any member, for valuable services rendered to the Local may be nominated for an Honorary Life Membership in the Local. Such nomination shall be made in writing to the executive of the Local and shall clearly state the name of the nominee, the reasons for nomination, and shall be signed by ten (10) ordinary, associate, or life members in good standing. Upon approval by the Local, such nomination shall be registered with the Provincial. Upon registration, the member shall be admitted to Honorary Life Membership and shall be presented with a Life Membership Card by the Provincial. Honorary Life Members shall be entitled to all the privileges of ordinary membership but shall not be required to pay any further fees, dues or subscriptions.

 

Ordinary Membership: Ordinary Members shall be entitled to one vote at all general meetings of the Local. They shall pay annual membership dues in accordance with the provisions of the Local. A membership may be issued in the name of both parents and/or guardians, but will entitle the bearers to one vote only.
Associate Membership: Associate Members are entitled to participate in all Local events excepting there are no dancing privileges and shall be allowed one vote at all General Meetings. They shall pay annual membership dues in accordance with the provisions of the Local.

 

Dancing Membership: Highland dancers under sixteen (16) years of age whose parents or guardians are Ordinary Members of the Local are automatically accepted as Dancing Members. Dancing Members shall not be entitled to vote, or have any of the other privileges of ordinary membership, and shall not be required to pay fees or dues. Dancing members shall be entitled to compete in competitions sponsored by the Local, or other affiliated Locals or the Provincial, upon compliance with entrance requirements and adherence to the rules and regulations governing the conduct at such competitions, PROVIDED HOWEVER, that a Dancing Member may also be an Ordinary Member upon fulfilling the requirements of Ordinary Membership.

 

  1. Any Ordinary Member or Associate Member shall be deemed to be in good standing when he has paid his current membership dues. Upon the failure of any member to pay annual membership dues, subscription or indebtedness to the Local, membership automatically terminates. Such a member may be re-admitted to membership upon payment of the current dues and/or indebtedness.
  2. The annual membership fee shall be set and collected by the Local. The Local shall thereupon remit to the Provincial a per capita tax (as may be determined by the Provincial from time to time at its Annual General Meeting) for each ordinary member in good standing as of August 31st, the closing of the fiscal year. Such sum so submitted to the Provincial shall be used by it for the general purposes of the Provincial organisation.
  3. All memberships, except Honorary Life Membership, shall run from September 1st of one year to August 31st of the following year. There shall be no discounts for members joining during the year.
  4. A member may withdraw from the Local by tendering his written resignation to the Local and upon receipt of such, the said member shall forthwith cease to be a member. Fees will be refunded on a pro-rata basis upon written request to the Executive.
  5. The Local shall have the power by a ballot vote of three-fourths of the members present at a meeting called for that purpose, to expel or suspend any member whose conduct shall have been determined by the Local or the Provincial to be improper, unbecoming or likely to endanger the interest or reputation of the Local, or who wilfully commits a breach of the Constitution or the By-Laws of either the Provincial or the Local.
  6. Any member who resigns, withdraws or is expelled from the Local shall forthwith forfeit all rights, claims and interests arising from or associated with membership in the Local.
  7. Upon the dissolution of the Local and after payment of all debts and liabilities, the remaining property of the Local shall be distributed or disposed of to Canadian charitable organisations or to any Canadian organisation the objects of which are beneficial to the community, in the sole discretion of the Local.

Article IV – Executive

  1. The affairs of the Local shall be managed by an Executive of six (6) members, each of whom at the time of his election and throughout his term of office shall be a member of the Local.
  2. There shall be a Past President, a President, a 1st Vice-President, a Secretary, a Treasurer and a Competition Chairman.
  3. The term of office shall run for a period of one year commencing with the Annual General Meeting following the elections, and ending with the Annual General Meeting of the following year.
  4. A member may not hold the same office for more than two (2) consecutive years, except if a successor has not been duly elected, or if it is the wish expressed by the general assembly by a motion that the member continues in the same office.
  5. Election of Executive

(a) The election of the Executive members will be held at the last general meeting in May of each year.
(b) Candidates for Executive offices shall be nominated from the membership at large by a nominating committee.
(c) The slate of candidates as proposed by the nominating committee shall be presented at the May General Meeting. As well, nominations for office shall be accepted from the floor provided that the nominee has given his consent. If the nominee is not present, his consent must be in writing.
(d) If there is more than one candidate nominated for an office, an election by secret ballot shall be conducted.
(e) If there is only one nominee, that candidate shall be elected by acclamation.

  1. Officers may be relieved of their positions by at least two-thirds of the votes cast at a general meeting provided that a written notice specifying the intention to do so has been received by the general membership at least ten (10) days prior to the meeting. The membership may then elect another member to fill that position for the remainder of the term except that in the event that the President is relieved of his duties, the 1st Vice-President shall fill the position for the remainder of the term.
  2. Any officer may retire from his office upon giving ten days notice of his intention to do so in writing to the President or the Secretary and such resignation shall take effect upon the expiration of such time or the earlier acceptance thereof by the Executive.
  3. Except as provided for in Section 6 with regard to the President, if any member of the Executive should resign, absent himself for three (3) consecutive meetings without notifying the Secretary in writing with reasons satisfactory to the Executive or arranging for a substitute, be suspended or expelled from the Local, or die, the membership may elect another member to fill his position at a general meeting or a special meeting called for this purpose.
  4. Duties of the Executive Officers:

(a) Past President: The Past President shall serve as an advisor to the incumbent executive so that a continuity is maintained with regard to the affairs of the Local.
(b) President: The President shall, when present preside at all meetings of the Local. He shall also be charged with the general management and supervision of the affairs and operation of the Local, and shall be a member of all committees, ex officio. The President, with the Secretary, shall sign all resolutions.
(c) Vice-President: The Vice-President shall assume the office of President in the event that it becomes vacant during the term. He shall also assume the duties of the President in the event that it becomes vacant during the term. He shall also assume the duties of the President in the temporary absence of the latter. He shall convene a nominating committee as per Article V, Section 1 (b) and shall be responsible for membership duties.
(d) Secretary: The Secretary shall attend all general and executive meetings of the Local and record all facts and minutes of all proceedings in the books kept for the purpose. He shall give all required notices, be custodian of all books, papers, records and correspondence, contracts and other documents belonging to the Local and shall not deliver any documents belonging to the Local and shall not deliver any document out unless specifically authorised by the Executive. The Secretary shall keep a list of all officers and delegates as hereinafter described, and shall make the same available to the Executive and the Provincial upon request.
(e) Treasurer: The Treasurer shall keep full and accurate accounts of all receipts and disbursements of the Local in proper books of account for the purpose and shall deposit promptly all monies or other valuable effects in the name of the Local and to the credit of the Local in such bank or financial institution as may be decided upon from time to time by the Executive. He shall whenever required of him, render an account of all his transactions as Treasurer and of the financial position of the Local. All cheques must be signed by the Treasurer and countersigned by the President or other officer duly authorised for the purpose by the Executive. All disbursements made on behalf of the Local must be by cheque with the approval of the Executive.
(f) Competition Chairman: The Competition Chairman shall be responsible for chairing a competition committee, and for the general management and supervision of the affairs and operations of the competitions sponsored by the Local. This management/supervision shall be done in consultation with the Executive body.

  1. No member of the Executive shall receive any remuneration from the Local for services rendered except for actual expenses incurred in carrying out the affairs of the Local and authorised by the Executive.

Article V – Committees

  1. The following committees shall be deemed to be standing committees:

(a) Competition Committee – The Competition Committee shall be under the direct supervision of the Competition Chairman and shall consist of as many members as deemed necessary to plan and conduct all aspects of local sponsored competitions. The term of committee membership shall be from on Annual General Meeting to the succeeding Annual General Meeting. The Competition Committee members shall be selected by the nominating committee in consultation with the Competition Chairman and shall be presented at the May General Meeting at which the elections are being held. Volunteers for these positions will be accepted.
(b) Nominating Committee – The Nominating Committee shall consist of a Chairman and at least three (3) additional members-at-large. It shall be responsible for presenting a slate of officers for the Executive, a slate of Provincial Delegates and for selecting members for any ongoing committee in operation at the time of the general election. (See Article V, Section 1(a) re: Competition Committee). The Executive shall advise the Nominating Committee of any ongoing committees. The Nominating Committee shall be dissolved after the May General Meeting at which the elections are held PROVIDED THAT all positions are filled.

  1. The Executive shall from time to time form and/or dissolve any other committees as required to advance the affairs of the Local.
  2. No committee member shall receive any remuneration from the Local for services rendered except for actual expenses incurred while conducting Local business which has been authorised by the Executive.
  3. Committee members may serve any number of consecutive terms.

 

 

Article VI – Provincial Delegates

  1. The Local shall send Delegates, the number from time to time to be set by the Provincial, to represent it at all meetings of the Provincial. One of these shall be the current President of the Local.
  2. The Delegates shall be designated as Delegate One, Delegate Two. Each Delegate shall serve a two (2) year term with odd numbered Delegate (one) being elected at the May General Meeting on odd numbered years, and even numbered Delegate (two) being elected on even years. This rotation shall be followed regardless of how many people have filled a designated Delegate position during its term.
  3. Two alternate Delegates shall be elected at each May General Meeting. They shall take the place of a regular Delegate as required from time to time.
  4. Each Delegate must be prepared to attend all Provincial Meetings, hold an office on the Executive of the Provincial and attend all general and executive meetings of the Local.
  5. In the event that one of the Delegates is elected as President of the Provincial, and alternate shall be appointed or another Delegate elected to fill that position during the term of the Presidency.
  6. If a Provincial meeting is held away from home, the Delegates shall be provided with a set honorarium as determined from time to time by the Local to help defray expenses.
  7. A Delegate position may not be filled by the same person for more than three (3) consecutive terms.

 

 

Article VII – Meetings

  1. Meetings Schedule – The yearly meeting schedule shall be as follows:
  • September – Annual Meeting
  • November, January, March – General Meeting
  • May – General Meeting for the purpose of elections and other business
  • October, November, February, March and April – Executive Meetings

Meetings will be held on the third (3rd) Thursday of every other month.

  1. General Meetings – A General Meeting is open to all current members of the Local. Each membership in good standing shall be entitled to one vote which shall be given personally. There is only ONE (1) vote per membership number, regardless of the number of people covered by that number.
  2. Executive Meetings – An Executive Meeting shall include all Executive Members, Provincial Delegates, and any committee members as required. Members-at-large may attend Executive Meetings to express their opinions, but may NOT vote.
  3. The Annual General Meeting of the Local shall be held in the month of September of each year. The business of the Annual General Meeting shall be to receive and consider the accounts and balance sheets for the preceding fiscal year, install officers, designated committee members and Delegates to the Provincial for the ensuing year, and to transact any other business which ought to be transacted at the Annual General Meeting.
  4. May General Meeting – The business of the General Meeting held in May shall be to receive the report of the nominating committee and to hold the Annual General Election. Members to ongoing committees shall also be appointed at that time. Any other Local business required shall also be transacted.
  5. Special meetings of the Local may be called at any time but the notice of such special meeting shall state the business for which the meeting is called. No other business than that for which the meeting was called, shall be transacted. A notice of the time, place and purpose of such a meeting shall be sent to each current member at least ten (10) days before the time fixed for holding the meeting.
  6. a) No public notice or advertisement of any Annual General Meeting, general meeting or special meeting of the Local shall be required, but notice of the time and place of every such meeting shall be given by sending notice by prepaid post at least ten (10) days before the time fixed for holding such meetings, or by notifying each current member at the beginning of each operating year by means of a listing of such meetings either in a newsletter or under separate cover PROVIDED ALWAYS that such may be held at any time and place without notice is each of the members entitled to be present either consents to the holding of the meeting or is present thereat. b) Special executive meetings may be called upon five (5) days days or without notice upon consent of members entitled to be present.
  1. No error or omission in giving notice of any meeting shall invalidate that meeting or make void any business or proceedings conducted thereat. Any member at any time may waive notice of such meeting and confirm any and all business or proceedings conducted thereat.
  2. Any meeting may be adjourned to any future time or times. Business may be transacted at such adjourned meeting(s) as might have been transacted at the original meeting from which such adjournment took place. No notice shall be required of any such adjournment. Such adjournment may be made even though a quorum is not present.

Article VIII – Conduct of Business

  1. Votes at General Meetings — At all special or general meetings of the Local, each membership shall have only one vote. The President shall have a casting vote which shall be used only in case of a tie.
  2. Votes at Executive Meetings — At all special or scheduled meetings of the Executive, each Executive or required committee member shall have one vote. The President shall have a casting vote which shall be used only in case of a tie.
  3. Unless otherwise required by these By-Laws or the Societies Act, Roberts’ Rules of Order will govern all meetings.
  4. At any general or special meeting of the Local, a quorum shall consist of not less than ten (10) members present in person.
  5. At all meetings, any member making a motion shall, upon the request of the President or Chairman, put the same in writing and it shall be read by the Secretary and duly seconded before discussion. Notices of Motion to be made at any meeting shall be in writing and delivered to the Secretary not less than five (5) days in advance of any meeting at which the motion is to be made.
  6. Discussion of religious, political or other contentious subjects foreign to the objects and purposes of the Society will not be allowed at any meeting. No member shall be allowed to use discourteous language or relfect on another member while in debate. All remarks in any debate will be addressed to the Chair.
  7. Order of Business — The following items of business must be covered when conducting a general meeting or scheduled Executive meeting:

(a) Minutes of Last meeting
(i) Reading and Approval
(ii) Business Arising
(b) Old Business
(c) Executive/Committee Reports
(d) New Business
(e) Announcement of Next Meeting
Article IX – Borrowing

  1. The Local may for the purpose of carrying out its objective borrow, raise or secure the payment of money in such manner as may be deemed fit. Such powers shall not be exercised unless a special resolution is first passed authorising the same by the membership and then only to the amount and in the manner provided in the resolution.

Article X – Audits and Auditors

  1. The books, accounts and records of the Secretary and Treasurer shall be audited at least once each fiscal year by a duly qualified accountant, or by at least two (2) members-at-large of the Local appointed for that purpose at the Annual General Meeting.
  2. The fiscal year of the Local shall end on the 31st day of August, in each year.
  3. At each General Meeting of the Local, all books, accounts and records shall be available for inspection by any member entitled to vote.

Article XI – Execution of Documents and Custody and Use of Seal

  1. The Local may adopt a seal which may be used in the conduct of its normal routine business.
  2. The common seal shall be in the custody of the Secretary of the Local and shall be affixed to all official documents over the signatures of the President and the Secretary PROVIDED HOWEVER, that any certificates, extracts or related documents may be certified by the Secretary and one other officer of the Executive.

Article XII – Manner of Making, Altering and Rescinding By-Laws

  1. The By-Laws of the Local may be amended, altered or added to in the manner following:

(a) The proposed change must be presented as a “Special Resolution” passed by a majority of not less than three-fourths of such members entitled to vote as are present in person, at a general meeting of which one month’s written notice specifying the intention to propose the resolution as a special resolution has been duly given;
(b) The proposed change must then be presented as a special resolution to a general meeting of the Provincial and passed by the requisite majority from the members of the Provincial.
Article XIII – Arbitration

  1. Any dispute arising out of the affairs of the Local, or between Locals which cannot be resolved at the Local level, shall be decided by the Provincial. A decision made pursuant to such arbitration is binding on all parties and there shall be no appeal therefrom.

Article XIV – Dancing Competitions

  1. All dancing competitions held under the sponsorship or auspices of the Local shall be conducted in accordance with the rules and regulations set out by the Provincial, by the Scottish Official Board of Highland Dancing and by the Local.
  2. In all such competitions, the rules and regulations as adopted by the Local governing such competitions shall be published on the notices distributed for such competitions.

Article XV – Conflict in By-Laws

  1. Where a conflict arises between the By-Laws of the Local herein constituted and the By-Laws of the Provincial, the By-Laws of the Provincial shall be considered to have priority and shall govern accordingly.