Constitution & Bylaws

The Steveston Historical Society has worked to preserve and promote the history of Steveston since 1976. Our constitution names the Society and sets out its purpose: to preserve and promote the history of Steveston. Our bylaws describe how the Society runs: who can join, how meetings and elections work, and what the Board of Directors is responsible for.

The bylaws at a glance

Membership

• Anyone who agrees with the Society’s objects, and agrees to uphold the constitution and follow the bylaws, may apply to become a member.
• Memberships run for one year, January 1 to December 31. Fees are set by resolution at the Annual General Meeting.
• Each member in good standing has one vote. A group or business member votes through one authorized representative.
• New members may vote 31 days after joining. A membership ends 60 days after it expires.

Meetings of members

• An Annual General Meeting is held once each calendar year, within 15 months of the previous one.
• Members receive at least 14 days’ written notice of any annual, general or special meeting.
• Quorum is 10% of members in good standing, and never fewer than seven people.
• Members may appoint a proxy in writing. The proxy holder must also be a member.
• If 30% of members ask in writing, the Board must call a special general meeting within 21 days.

Board of Directors

• Members elect a Board of up to ten directors at the Annual General Meeting, for two-year terms.
• Directors must be members of the Society. The Board may fill a vacancy until the next Annual General Meeting.
• Candidates are put forward by the Nominating Committee, by a written nomination signed by the candidate and five members at least five days before the meeting, or from the floor.
• Five directors make a quorum at Board meetings.

Officers and staff

• After each Annual General Meeting the Board elects a Chair, First and Second Vice-Chairs, a Secretary and a Treasurer. The Past Chair serves in an advisory role.
• Term limits apply to the Chair.
• Two signing officers sign every cheque.
• The Board may appoint an Executive Director, who reports to the Board.

Finances

• The Society may borrow up to $5,000. Borrowing more, or issuing a debenture, needs a special resolution passed by three-quarters of the members voting.
• A financial agent, who is not a director or officer, reviews the books each year as of December 31 and reports to the Board and the Annual General Meeting.
• If the Society is ever dissolved, remaining funds go to a registered charity chosen by the members.

Rules of order

• Anything the bylaws don’t cover follows Robert’s Rules of Order.

This summary is provided for convenience. The PDF is the official text.