Archbishop O Leary Parent Advisory Association #50367272 Society Bylaws ARTICLE I MEMBERSHIP Any person having a vested interested in the educational well being of Archbishop O Leary High School, residing in Alberta and being of the full age of 18 years, is eligible to become a member of the Society. The majority of the members of the association will be parents/guardians of students attending Archbishop O Leary High School. Administration and teachers of the school are members of the Society. The school Principal or his designate is an ex officio member of the Society s executive. Any member wishing to withdraw from membership may do so upon a notice in writing or verbally to the Executive through its Secretary Any member, upon a majority vote of all members of the Society in good standing and present at a Special Meeting called for that purpose, may be expelled from membership for any cause which the Society may deem reasonable. ARTICLE II ASSOCIATE MEMBERSHIP The Principal or his designate, and staff members of Archbishop O Leary High School will be considered to have an Associate membership and shall serve as resource people in an advisory capacity to the Society. As Associate Members they will NOT have voting rights at any meeting of the Society. Neither the Principal or his designate, nor any staff member shall have signing authority for the Society. The Principal or his designate, by virtue of the School Act, shall have the power to veto relating to actions directly affecting the school building, staff or students, but not relating to financial expenditures, revenues or investments of the Society. ARTICLE III MEMBERSHIP IN THE EXECUTIVE The Executive of the Society shall consist of: 1. Chair 2. Vice Chair 3. Secretary 4. Treasurer ARTICLE IV DUTIES AND RESPONSIBILITIES OF THE EXECUTIVE Any Executive, upon majority vote of all members in good standing, may be removed from office for any cause which the Society may deem reasonable. 1 P age
The Executive shall, subject to the bylaws or directions given it by majority, vote at any meeting properly called and constituted, and have full control and management of the affairs of the Society. In the event an officer resigns or becomes ineligible to hold an office prior to the end of a school year, a member of the Society may be elected at any meeting of the Society to fulfill that office for the remainder of the school year. ARTICLE V CHAIR The Chair, when present, shall preside at all meetings of the Society. In the absence of the Chair, the Vice Chair shall preside at any meeting ARTICLE VI VICE CHAIR The Vice Chair shall preside in the absence of, or at the request of the Chair. Assist the Chair and the Principal or his designate. Assume and discharge the Chair s duties and responsibilities during any vacancy of Chair until a new Chair is elected. ARTICLE VII SECRETARY The Secretary shall attend and keep accurate minutes of all meetings. In the case of the absence of the Secretary, his/her duties shall be discharged by such officer as may be appointed by the Executive. The Secretary shall have charge of all correspondence of the Society and be under the direction of the Chair and Executive. The Secretary shall also keep a record of all the members of the Society and their addresses send all notices of meetings as required and collect and receive the annual dues or assessments levied by the Society. Such monies shall be promptly turned over to the Treasurer for deposit in a Bank, Trust Company, Credit Union or Treasury Branch as required ARTICLE VIII TREASURER The Treasurer shall receive all monies paid to the Society and be responsible for the deposit of same to whatever Bank, Trust Company, Credit Union or Treasury Branch the Executive may order. The Treasurer shall properly account for the funds of the Society and keep such books as may be directed. The Treasurer shall present a full detailed account of receipts and disbursements to the Executive whenever requested and shall prepare for submission to the Annual General Meeting a statement of duly audited of the financial position of the Society and submit a copy of same to the Secretary for the records of the Society. The signing signatures of the financial accounts will be any two (2) of the Chair, Vice Chair and Treasurer. 2 P age
ARTICLE IX CASINO DIRECTOR The Casino Director shall be responsible for the organization and execution of all casino events. The Casino Director shall ensure compliance with the Alberta Gaming and Liquor Commission. The Casino Director shall report to the parent association all updates on current casino events. ARTICLE X MEETINGS The Society shall hold an Annual General Meeting before October 31 st in each year. Notice of this meeting shall be provided ten (10) days prior to the date and be provided in writing in the school newsletter or website or three (3) days notice by email or telephone. At this meeting, there shall be elected a Chair, Vice Chair, Secretary, and Treasurer. All parents/guardians with students currently registered at Archbishop O Leary High School are eligible to serve on the Executive of the Society. The officers so elected shall form the Executive and shall serve until their successors are elected. The maximum number of consecutive terms, in the same Officer position, shall be five (5) years Any vacancies occurring during the year shall be filled at the next meeting, provided it is so stated in the notice calling such meeting. Any member in good standing is eligible to serve on the Executive of the Society. A majority of Association members are present to include no less than three (3) officers shall constitute quorum at any meeting. Meetings of the Society shall be held as often as may be required but at least once every three (3) months, and shall be called by the Chair. No financial decisions may be decided upon in the absence of the Principal or his designate. General meetings of the Society may be called at any time by the Secretary upon the instructions of the Chair/Principal or his designate, or Executive by notice in writing at least eight (8) days prior to the date of such meeting. A special meeting of the Society shall be called by the Chair/Principal or his designate, or Secretary upon receipt of a petition signed by one third of the members in good standing of the Society, setting forth the reasons for calling such meeting, which shall be delivered at least eight (8) days prior to the meeting. To deal with an emergent issue, a Special Executive meeting may be called on the instruction of any two (2) members of the Executive, provide they request the Chair in writing to call such meeting, and state the business to be brought before the meeting. A Special Executive meeting shall normally be called by eight (8) days notice in writing or telephone. Special Executive meetings may be held without the specified prior notice if deemed necessary by the Principal and the Chair and provided quorum of the Executive is present. In such circumstances an attempt will be made to give notice to the meeting to as many executive members as can be readily reached by telephone. Any three (3) members of the Executive shall constitute a quorum for a Special Executive meeting. 3 P age
ARTICLE XI VOTING Any member who has not withdrawn from membership nor has been neither suspended nor expelled shall have the right to vote at any meeting of the Society. Such votes must be made in person and not by proxy or otherwise. Members will vote by show of hands or by secret ballot where fifty one percent (51%) and greater than, will be considered the majority, except in the case of al Special Resolution where seventy five percent (75%) vote in favor is required. ARTICLE XII REMUNERATION Unless authorized at any meeting and after notice for same shall have been given, no Officer, or member of the association shall receive any remuneration for his/her services. ARTICLE XIII AUDITING The books, accounts and records of the Secretary and Treasurer shall be audited at least once each year by a duly qualified accountant or by two (2) members of the Society elected for that purpose at the Annual General Meeting. A complete and proper statement of the standing of the books for the previous year shall be submitted by such auditor at the Annual General Meeting of the Society. The fiscal year of the Society shall be September 1 st to August 31 st. The books and records of the Society may be inspected by a member of the Society at the Annual General Meeting or at any other time upon giving reasonable notice and arranging a time satisfactory to the Officer or Officers having charge of same. Each member of the Executive shall at all times have access to such books and records. ARTICLE XIV BORROWING POWERS For the purposes of carrying out its objectives, the Society may borrow or raise or secure the payment of money in such a manner as it thinks fit, and in particular by the issue of debentures, but this power shall be exercised only under the authority of the Society, and in no case shall debentures be issued without sanction of a Special Resolution of the Society. ARTICLE XV SPECIAL RESOLUTION Special Resolution will mean a resolution passed at a General Meeting of which not less than twenty one (21) days notice in the school newsletter, on the school website, by fax, telephone or email specifying the intention to propose the resolution has been duly given, and by the approval of not less than seventy five percent (75%) of those members, entitled to vote, in attendance. ARTICLE XVI DISSOLUTION OF THE SOCIETY In the event of the dissolution (closing) of the Society, which shall require a Special Resolution of the membership, the assets of the Society will be disposed of through donations to one or more 4 P age
charitable organization with similar objectives related to supporting teaching and learning which are agreed upon by the Executive. ARTICLE XVII SEAL The Society s seal shall be in the custody of the Principal or his designate. The seal whenever used shall be authenticated by signatures of the Chair, Treasurer and Principal and if either is unavailable the signature of the Assistant Principal. ARTICLE XVIII BYLAWS The Bylaws may be rescinded, altered or added to by a Special Resolution. Changes to the bylaws do not come into effect until the Special Resolution(s) is registered at Corporate Registries. A Special Resolution(s) sent to the Corporate Registries shall be dated and verified by a person authorized to the Society. Approved by Special Resolution by seventy five percent (75%) of Society members present at a General Meeting held on, 20. Signature of Chair Printed Name Signature of Vice Chair Printed Name 5 P age