By-Laws for Down Syndrome Association of Simcoe County
DSASC (formerly PODS)
Adopted and Approved at AGM Jan 23/10
Amended as per Board meeting March 4 2012
1. MISSION STATEMENT
To work together to increase public awareness and inclusion, while supporting and enhancing the lives of families and people living with Down syndrome.
2. GROUP OBJECTIVES
a) To provide support and information to families in which there is a member with Down syndrome;
b) To promote increased knowledge and understanding of Down syndrome on the part of the medical profession, educators and the general public;
c) To provide a forum for discussion for all parents/ guardians concerned with issues related to Down syndrome;
d) To assist in accessing services for families in need.
3. GEOGRAPHICAL COVERAGE
Down Syndrome Association of Simcoe County will strive to serve its members within Simcoe County.
4. MEMBERSHIP
Members in good standing are welcome to partake in all general group meetings as well as family events and special activities organized within the group. Each adult member (mother / father/ guardian) is allowed to vote when the Board brings a motion(s) to a general meeting.
Members in good standing are defined as currently paid, new families, and members who have paid within the last two years. Members who request that their fee be waived, but complete their annual membership form, will be considered in good standing.
5. HEAD OFFICE
The provisional Office of the Association shall be 19 Lakewoods Crt Barrie L4N 0G4 until a permanent head office is established.
6. MANAGEMENT OF THE ASSOCIATION
a) The affairs of the Association shall be managed and controlled by a Board of Directors, which is duly self nominated (with member approval at a regular general meeting) or nominated and elected by the general members.
b) The Board of Directors shall consist of a minimum of five (5) and a maximum of twelve (12) positions consisting of;
i) President
ii) Vice-President
iii) Secretary
iv) Treasurer
v) Past-President
vi) Sub-committee members for special projects; for example
-Speech and Language, Awareness, Social convenor, Fundraising
-Other committees as deemed necessary by the Board and supported by the membership.
c) The Board shall hold office for two (2) years with elections being held annually to confirm their continuation or allow others to fill the position. Nominations can be made by any member of the group (parent/ guardian). If more than one person is interested in a Board position, it shall be voted on by the general members, with majority rules;
d) An annual general meeting shall be conducted once a year to carry out elections as well as provide operational information to the general members (parents/ guardians).
e) A Board member may be removed from his/her position by passing a motion among the remaining Board members.
f) All members of the Board are allowed to make motions and vote on their motion.
g) Business of the Board will be limited to Board meetings as much as possible. They may seek input or address issues at general parent meetings if deemed necessary by a majority of the Board.
h) Any member in good standing can attend a board meeting and can request copies of the executive committee minutes.
i) In regards to the removal of the executive. At an AGM, a member in good standing can make a motion to absolve the entire executive board. This would require two-thirds of the members in good standing present at the AGM to be in agreement to bring the motion forward to dissolve the board. A full membership vote would be conducted within a month using written response (e.g. mail, email, fax...)
j) Financial operations are governed by the approved financial policies (2011) . As per the financial policy, The Treasurer OR one other designated member must sign cheques for the Association.
7. DUTIES OF THE BOARD OF DIRECTORS
President
a) The President shall preside over all meetings of the Board and its members. In the absence of the President, he/she shall designate another member to preside in his/her place or postpone the meeting;
b) The President shall have general supervision of the affairs of the Association. He/she shall be an ex-officio member of all Committees that may be struck.
Past President
It shall be the duty of the Past President to counsel the President and the Board in the management of the business of the Association and, thereby, to provide continuity to the Association.
Secretary
It shall be the duty of the Secretary to:
a) Conduct the correspondence of the Association and report thereon to the Board;
b) Give due notice of all meetings of the Board and the Association;
c) Keep and distribute adequate minutes of the meetings of the Board and the Association;
Treasurer
It shall be the duty of the Treasurer to:
a) Collect all dues from members and keep the funds safely deposited in a chartered bank.
b) Report regularly to the Board as it may require on the collection of dues, and disbursements of the Association;
c) Prepare and distribute to the members, a financial statement at each annual general meeting;
d) Delegate or prepare in person an annual tax return.
e) Keep the membership roll of the Association.
Sub-committee Members
It shall be the duties of the Sub-committee members to:
a) Act in the interest of the general membership to carry out the objectives of the committee;
b) Determine operational costs for activities and get approval from the Board for the expenditures;
c) Solicit help/ involvement from the general group members to carry out their projects.
8. MEETINGS
a) The Annual General Meeting shall be held within 18 months of the previous AGM. Written notice of the meeting shall be provided to the members of the association prior to the meeting;
b) Regular group meetings and special event schedule will be determined by the board to best suit the members. A minimum of 4 board meetings per year will be held.
c) Special meetings of the Board can be called by the agreement of any two members of the Board of Directors. All members of the Board must be given ample notice of the meeting date to permit their attendance.
d) A quorum at a Board meeting must be a minimum of three (3) members. If this is not possible the meeting can take place with motions being made but not approved. The President must be aware of all motions drafted at such meetings and seek the approval of a third member for it to pass.
e) All executive members may be allowed to vote by proxy. A written copy of the motion must be signed and dated to record it as a proper vote.
f) Only Board members shall vote at Board meetings.
9. RULES OF ORDER
The fundamental principals for non-profit groups and the governance pertaining to the maintenance of our registered status will be the guiding directives for the operation of all activities.
10. AMENDMENTS
The By-Laws may be amended by a vote of two-thirds majority of the Board members.
It is necessary to provide the amended By-Laws to membership at the Annual General Meeting.
11. FEES AND DUES
Fees and dues are determined by the Board and collected annually in September.
