Lighthouse Probus Club Collingwood, Ontario

Lighthouse Probus Club  – BY-LAW  October 2022

Article 1 Territory 

Membership of the Club shall be from the Southern Georgian Bay region of  Ontario. 

Article 2 Membership 

(a) Applications for membership must have one member as a sponsor. After  membership has reached an appropriate level, as determined from time to  time by the management committee (space, attendance, participation), a  waiting list will be maintained for new members. 

(d) The annual membership fee is set by the management committee and is  payable upon issuance of membership renewal request by the June meeting.  If payment is not made by the June meeting, membership will lapse. 

Article 3 Management 

(a) The Club shall be managed by a Management Committee of no more than  nine (9), consisting of a President, a Vice-President (who is the President  Elect), a Secretary, a Treasurer, the Social Committee Chair, a Membership  Chair, and the Immediate Past President. The Management Committee shall  also strike committees as determined. These committees should be chaired by  a member of the Management Committee. 

(b) The President, or designate, shall preside at all meetings of the  Management Committee and the Club. 

(c) The Secretary shall maintain all Minutes of Management meetings and  AGM, look after all club correspondence and act as the Club’s archivist. The  Secretary shall be responsible for maintaining a copy of the Constitution and  current By-laws of the Club for reference at all meetings. 

(d) The Treasurer shall maintain and control all financial records of the Club  and provide financial statements monthly to the management Committee.  Prior to the annual general meeting, the Treasurer shall recommend a suitable  club member to review the accounts and provide a summary of his/her  review. 

(e) The Vice-President shall perform the duties of the President in the  absence of the President.

(f) The President shall review the Club’s Constitution and By-laws with the  Management Committee prior to or at the first Management Committee  meeting following the establishment of a new Management Committee. 

Article 4 Election of Management Committee 

(a) Appointments to vacant positions on the Management Committee  shall be made by a majority vote of the Management Committee, provided such attending membership constitutes a quorum. 

(b) Membership will be advised at the April General meeting of the  upcoming vacancies for the Management Committee positions. If, by  June 1st, a suitable candidate(s) has not been identified, then a  Nominating Committee comprised of the current 1st Vice-President,  current Past President and at least one other club member who is not  on the Management Committee, shall be formed. This committee shall  present to the membership a slate of nominees (with nominee’s prior consent to stand) no later than fourteen (14) days prior to the Annual  General Meeting.  

Nominations (with nominee’s prior consent to stand) shall be conveyed to the Nominating Committee at least twenty-one (21) days  prior to the Annual General Meeting and communicated, by the  Nominating Committee, to the Club membership by means, to be  selected by the Management Committee, of an email to the  membership and/or an announcement in the Club newsletter and/ or an announcement on the Club website, at least fourteen (14) days  prior to the Annual General Meeting. No nominations shall be  considered and presented to the membership that are not received by  the Nominating Committee at least twenty-one (21) days prior to the  Annual General Meeting. 

(c) If voting is necessary, a returning officer and a scrutineer neither of whom  are candidates for election, shall be appointed by the presiding officer before  the election begins. 

(d) The candidates with the greatest number of votes shall be elected. In case  of a tie the members will decide on the method of resolution. President shall  not immediately be eligible for re-election as President or Vice President, but 

may hold any other office. After serving his/her third year as a Past President,  a person can stand for election as Vice President or President. 

Article 5 Meetings 

(a) General meetings of the Club shall be held on the fourth Thursday of each  month of 

the year except December, July, and August, at a place and time designated  by the Management Committee, with a program of business, fellowship and a  speaker. The meetings shall end at approximately 12 noon. 

(b) The Annual General Meeting of the Club shall be held on the regular  meeting day in September where the treasurer will present the financial  report. 

(c) Meetings of the Management Committee shall be held prior to all regular  monthly meetings of members, and as need arises. 

(d) A quorum to conduct business at Management Committee meetings shall  be 50% of its members, at general meetings it shall be 25% of the  membership. No need for quorum at General meetings. Quorum at the AGM  should be 25%. 

Article 6 Financial 

(a)The financial year shall begin on August 1. 

(b) The Treasurer shall deposit all funds of the Club in a bank or trust  company approved by the Management Committee. Signatories for cheques  shall be any two of the President, Vice-President, the Treasurer or Social  Chair. 

(c) An annual financial review shall be conducted and a report presented to  the Annual General Meeting of the Club. 

(d) The Annual Financial Review will be conducted by an active member of  the Club who is not a member of the Management Committee. 

Article 7 Termination 

(a) The Management Committee shall terminate the membership of any  member forfailing to pay the annual fee by the regular June general  meeting date. If a member(s) resign prior to December 31st, they will be 

eligible for a pro-rated refund of dues. If the resignation takes place after  January 1st, there will be no refund of dues. 

Article 8 Non-Profitability 

(a) Club activities are to be budgeted to break even. 

(b) For some events, prepayment of event tickets or deposits are required  prior to col

lection of funds from Members. At the request of the Activities Chair, the  Club will issue 

an official cheque from Club’s funds. Alternately, with the approval of the  Activities 

Chair, a member may use a personal credit instrument to secure the  reservation. In the 

latter instance, the Club will reimburse the member. 

(c) An individual member of the Club must not gain from a discount,  commission, gratuity or other benefit arising from a Club activity.

(d) The benefits such as points or ‘miles’, obtained through the use of a  personal line of 

credit or credit card to prepay for Club Activities is specifically excluded from  Clause 8c 

Article 9 Amendments 

(a) Any clauses in these by-laws may be amended by a two-thirds vote of  the members 

present and voting, subject to the quorum and notice of motion  requirements given above 

in clause 5d. 

(b) Any such amendment to the Club’s By-Laws must be consistent with the 

Standard constitution.

(c) The Club’s By-Laws shall be reviewed for possible amendments every  three years or 

as deemed necessary.