Part 1 – Definitions and Interpretation

Definitions

1.1        In these Bylaws:

“Act” means the Societies Act of British Columbia as amended from time to time;

“Board” means the directors of the Society;

“Bylaws” means these Bylaws as altered from time to time.

“Member” means a person, couple, family, company, organization, or legal entity that owns one or more properties in Koocanusa Village.

“Ordinary Resolution” means a resolution passed at a general meeting by a simple majority of the votes cast by the voting members, whether cast in person or by proxy

“Special Resolution” means a resolution passed at a general meeting by at least 2/3 of thevotes cast by the voting members, whether cast in person or by proxy

“Rent Charge” is the means by which the Kooocanusa Village Community Association (KVCA) has the ability to apply the value of unpaid membership fees against the title ofthe associated property.

Definitions in Act apply

1.2        The definitions in the Act apply to these Bylaws.

Conflict with Act or regulations

1.3        If there is a conflict between these Bylaws and the Act or the regulations under the Act, the Act or the regulations, as the case may be, prevail.

Part 2 – Members

Application for membership

2.1        Property owners and their families in Koocanusa Village are a Member of the Society.  While annual due ​are always the responsibility of the Member, membership rights such as voting at an AGM can be passed to a Lease Holder if the Member provides formal notice of this change to the KVCA Board of Directors.

Duties of members

2.2        The dutie(s) of members are;

a)   Every KVCA member, along with their family and guests must uphold the constitution of the Society and must comply with these Bylaws

b)   Every Member must pay the annual membership fee that is agreed upon though a budget resolution at an Annual or Special General Meeting

Amount of membership dues

2.3        The amount of the annual membership dues, if any, must be determined by the Board and mustbe approved by the membership as a special resolution at a Special or Annual General Meeting.

a)   Membership fees are allocated on a per lot basis. If therefore by example a member owns or leases 2 properties in the development, they are then responsible for 2X the membership fee.

b)   The exception to this is if a member’s primary residence spans multiple side-by-side lots they will then only be required to pay a single fee for that extended property.

c)     Members who fail to pay their fees shall have the value of their outstanding fees, including related interest, service charges, and applicable late fees, applied to the existing RentCharge on title in favour of the Koocanusa Village Community Association.

d)    Other than for the collection of delinquent membership fees, any use of the Rent Charge must be approved by the membership as a special resolution at a General Meeting.

Member not in good standing

2.4        A member is not in good standing if the member fails to pay the member’s annual membershipdues, if any, and the member is not in good standing for so long as those dues remain unpaid. A member not in good standing must pay their dues within 14 days of an upcoming AGM or SGM in order to be reinstated as a member in good standing for the meeting.

Member not in good standing may not vote

2.5        A voting member who is not in good standing

(a)  may not vote at a general meeting, and

(b)  is deemed not to be a voting member for the purpose of consenting to a resolution of the voting members.

(c)   is ineligible for nomination or election to the KVCA Board of Directors

Termination of Membership

2.6         Membership in the Society automatically terminates when a person is no longer a titled ownerof a property, or holds a lease on a property of a duration of not less than one year.

Part 3 – General Meetings of Members

Time and place of general meeting

3.1        A general meeting must be held at the time and place the Board determines.

Ordinary business at general meeting

3.2        At a general meeting, the following business is ordinary business

(a)  adoption of rules of order;

(b)  consideration of any financial statements of the Society presented to the meeting;

(c)  consideration of the reports, if any, of the directors or auditor;

(d)  election or appointment of directors;

(e)  appointment of an auditor, if any;

(f)  business arising out of a report of the directors not requiring the passing of a special resolution.

Notice of special business

3.3        A notice of a general meeting must state the nature of any business, other than ordinarybusiness, to be transacted at the meeting in sufficient detail to permit a member receiving the notice to form a reasoned judgment concerning that business.

Chair of general meeting

3.4        The following individual is entitled to preside as the chair of a general meeting:

(a)  the individual, if any, appointed by the Board to preside as the chair;

(b)  if the Board has not appointed an individual to preside as the chair or the individual appointed by the Board is unable to preside as the chair,

(i)   the president,

(ii)   the vice-president, if the president is unable to preside as the chair, or

(iii)  one of the other directors present at the meeting, if both the president and vice-president are unable to preside as the chair.

Alternate chair of general meeting

3.5        If there is no individual entitled under these Bylaws who is able to preside as the chair of a general meeting within 15 minutes from the time set for holding the meeting, the voting members who are present must elect an individual present at the meeting to preside as the chair.

Quorum required

3.6        Business, other than the election of the chair of the meeting and the adjournment ortermination of the meeting, must not be transacted at a general meeting unless a quorum of voting members is present.

Quorum for general meetings

3.7        The quorum for the transaction of business at a general meeting is 25% of the total number ofvoting members in good standing, voting in person or by proxy.

Lack of quorum at commencement of meeting

3.8        If, within 30 minutes from the time set for holding a general meeting, a quorum of voting members is not present,

(a)  in the case of a meeting convened on the requisition of members, the meeting is terminated, and

(b)  in any other case, the meeting stands adjourned to the same day in the next week, at the same time and place, and if, at the continuation of the adjourned meeting, a quorum is not present within 30 minutes from the time set for holding thecontinuation of the adjourned meeting, the voting members who are present constitute a quorum for that meeting.

If quorum ceases to be present

3.9        If, at any time during a general meeting, there ceases to be a quorum of voting memberspresent, business then in progress must be suspended until there is a quorum present or until the meeting is adjourned or terminated.

Adjournments by chair

3.10    The chair of a general meeting may, or, if so directed by the voting members at the meeting, must, adjourn the meeting from time to time and from place to place, but no business may be transacted at the continuation of the adjourned meeting other than business left unfinished at the adjourned meeting.

Notice of continuation of adjourned general meeting

3.11    It is not necessary to give notice of a continuation of an adjourned general meeting or of thebusiness to be transacted at a continuation of an adjourned general meeting except that, when a general meeting is adjourned for 30 days or more, notice of the continuation of the adjourned meeting must be given.

Order of business at general meeting

3.12    The order of business at a general meeting is as follows:

(a)  elect an individual to chair the meeting, if necessary;

(b)  determine that there is a quorum;

(c)  approve the agenda;

(d)  approve the minutes from the last general meeting;

(e)  deal with unfinished business from the last general meeting;

(f)  if the meeting is an annual general meeting,

(i)   receive the directors’ report on the financial statements of the Society for theprevious financial year, and the auditor’s report, if any, on those statements,

(ii)   receive any other reports of directors’ activities and decisions

since the previous annual general meeting,

(iii)  elect or appoint directors, and

(iv)  appoint an auditor, if any;

(g)  deal with new business, including any matters about which notice has been given to the members in the notice of meeting;

(h)  terminate the meeting.

Methods of voting

3.13    At a general meeting, voting must be by a show of hands, an oral vote or another method that adequately discloses the intention of the voting members, except that if, before or after such a vote, 2 or more voting members request a secret ballot or a secret ballot is directed by thechair of the meeting, voting must be by a secret ballot.

a) A member in good standing present in person or by proxy at a meeting of members is entitled to one vote.

Announcement of result

3.14    The chair of a general meeting must announce the outcome of each vote and that outcome must be recorded in the minutes of the meeting.

Proxy voting is permitted

3.15    Voting by proxy is permitted and may be submitted by mail, e-mail or in person.

Matters decided at general meeting by ordinary resolution

3.16    A matter to be decided at a general meeting must be decided by ordinary resolution unless the matter is required by the Act or these Bylaws to be decided by special resolution or by anotherresolution having a higher voting threshold than the threshold for an ordinary resolution.

Fiscal Year

3.17  The Fiscal year for the Society shall be January 1 to December 31. Budget planning andfinancial reporting at an AGM will be based on this time frame.

Part 4 – Directors

Number of directors on Board

4.1        The Society must have no fewer than 3 and no more than 11 directors. A minimum of one person from each community area (IE each Strata or RV community) must be elected as a director.

Election or appointment of directors

4.2        At each annual general meeting, the voting members entitled to vote for the election or appointment of directors must elect or appoint the Board.

Directors may fill casual vacancy on Board

4.3        The Board may, at any time, appoint a member as a director to fill a vacancy that arises on the Board as a result of the resignation, death or incapacity of a director during the director’s term of office.

Term of appointment of director filling casual vacancy

4.4        A director appointed by the Board to fill a vacancy ceases to be a director at the end of theunexpired portion of the term of office of the individual whose departure from office created the vacancy.

Director Representation

4.5        Each Member is eligible to have no more than one person elected to the KVCA Board of Directors, from the same household, at any one time. 

Part 5 – Directors’ Meetings

Calling directors’ meeting

5.1        A directors’ meeting may be called by the president or by any 2 other directors

Notice of directors’ meeting

5.2        At least 2 days’ notice of a directors’ meeting must be given unless all the directors agree to a shorter notice period.

Proceedings valid despite omission to give notice

5.3        The accidental omission to give notice of a directors’ meeting to a director, or the non-receipt of a notice by a director, does not invalidate proceedings at the meeting.

Conduct of directors’ meetings

5.4        The directors may regulate their meetings and proceedings as they think fit.

Quorum of directors

5.5        The quorum for the transaction of business at a directors’ meeting is a majority of the directors

Part 6 – Board Positions

Election or appointment to Board positions

6.1        Directors must be elected or appointed to the following Board positions, and a director, other than the president, may hold more than one position:

(a)  president;

(b)  vice-president;

(c)  secretary;

(d)  treasurer.

Directors at large

6.2        Directors who are elected or appointed to positions on the Board in addition to the positions described in these Bylaws are elected or appointed as directors at large.

Role of president

6.3        The president is the chair of the Board and is responsible for supervising the other directors in the execution of their duties.

Role of vice-president

6.4        The vice-president is the vice-chair of the Board and is responsible for carrying out theduties of the president if the president is unable to act.

Role of secretary

6.5        The secretary is responsible for doing, or making the necessary arrangements for, the following:

(a)  issuing notices of general meetings and directors’ meetings;

(b)  taking minutes of general meetings and directors’ meetings;

(c)  keeping the records of the Society in accordance with the Act;

(d)  conducting the correspondence of the Board;

(e)  filing the annual report of the Society and making any other filings with the registrar under the Act.

Absence of secretary from meeting

6.6        In the absence of the secretary from a meeting, the Board must appoint another individual to act as secretary at the meeting.

Role of treasurer

6.7        The treasurer is responsible for doing, or making the necessary arrangements for, the following:

(a)  receiving and banking monies collected from the members or other sources;

(b)  keeping accounting records in respect of the Society’s financial transactions;

(c)  preparing the Society’s financial statements;

(d)  making the Society’s filings respecting taxes. 

Part 7 – Remuneration of Directors and Signing Authority

Remuneration of directors

7.1        These Bylaws do not permit the Society to pay to a director remuneration for being a director, but the Society may, subject to the Act, pay remuneration to a director for services provided by the director to the Society in another capacity.

Signing authority

7.2        A contract or other record to be signed by the Society must be signed on behalf of the Society

(a)  by the president, together with one other director,

(b)  if the president is unable to provide a signature, by the vice-president together with one other director,

(c)  if the president and vice-president are both unable to provide signatures, by any 2 other directors, or

(d)  in any case, by one or more individuals authorized by the Board to sign the record on behalf of the Society.