Bylaws

Bylaws

The Crime Prevention Society of Nova Scotia

Definitions

Unless indicated otherwise the following definitions apply in these by-laws

a) Community Safety means the general feeling of safety enjoyed by the citizens of the communities throughout Nova Scotia as evidenced by the lack of crime and sense of safety and security of the people residing in the community.

b) Crime means any behaviour which is an offense under federal or provincial law or which threatens the quality of life or is a danger to property, and any behaviour which the Society defines as a threat to the safety and well being of Nova Scotians.

c) Director means a member of the Board of Directors appointed by his/her local Society.

d) Member means a member of this society, who is either an individual member or a member of a local crime prevention association affiliated with this Society.

e) Quorum means:

a) At Board Meetings – no less than 30% plus 1 of voting delegates

b) At Annual Meetings – no less than 50% plus 1 of voting delegates

c) At General Meetings – no less than 30% of voting delegates

f) Registrar means the Registrar of Joint Stock Companies appointed under the Nova Scotia Companies Act.

g) Society means the Crime Prevention Society of Nova Scotia.

h) Special resolution means a resolution passed at a general meeting provided

i) members have been given advance notice of the intention to propose the

resolution as a special resolution

ii) the resolution is passed by at least 75% of members present at the meeting

and entitled to vote

Membership

1. Members shall comprise the subscribers to the Memorandum of Association and such other persons admitted to membership in accordance with these by-laws.

2. There shall be five (5) types of membership in the Society

a) Government Departments and Organizations

b) Commercial and Business Organizations

c) Service Organizations, Including Community Crime Prevention Groups

d) Individuals

e) Honorary Members-An individual may become an honorary member if

the Board passes a resolution recognizing the contributions of the individual to the Society or its objectives. Members shall be entitled to notice of and be heard at meetings of the Board of Directors, but shall not be entitled to vote or to act as officers in accordance with bylaws Article 7a and 7b.

3. Membership in the Society shall be limited only to individuals or organizations who reside in or carry on business within Nova Scotia

4. There is no limit to the number of members the Society may have.

5. Individuals must be members of a local Crime Prevention or Community Safety Society or Association in order to be eligible for membership in the Crime Prevention Society of Nova Scotia.

6. Section 5 notwithstanding, an individual who resides in any area which does not have a Crime Prevention or Community Safety Association may be admitted to membership in the Society upon the recommendation of the Executive Committee, subject to ratification by the Board.

7. a) The Executive Committee may recommend that individuals or

Organizations who have demonstrated significant involvement in

Community safety and crime prevention activities be appointed as

Honorary Members of the Society.

b) Recommendations for Honorary Membership must be ratified by

majority vote of members present at the Annual General Meeting of

the Society.

8. Membership shall become effective upon payment of the membership fee and the entry by the Secretary of the name and address of the organization or individual in the register of members of the Society.

9. A membership may be cancelled by a special resolution of the Society for non-payment of dues or prescribed fees or for any conduct or activity which is deemed to be contrary to the interests of the Society.

10. a) It is the responsibility of all members and associations to notify the

executive team of any Board members name changes and contact

information for their representation on the Board of Directors.

b) An individual member may not transfer membership in the Society.

11. Membership in the Society runs from April 1 to March 31 each year. Membership in the Society ceases if

a) the member does not renew by paying a membership fee

b) resigns as a member

c) dies

d) is removed from membership by special resolution of the Association

Meetings

12. The Annual General Meeting of the Society shall be held within three months after the end of the fiscal year of the Society. It can be included as part of a regular meeting provided advance notice is given to members that the annual general meeting will take place.

13. The Annual General Meeting may include the awards ceremony.

14. There will be no less than three meetings of the society each year, one of which will be the Annual General Meeting.

15. a) It shall be the responsibility of the executive members to organize the

timing of all meetings and workshops, and who shall ensure that members are notified of the time and location far enough in advance of the meeting date to facilitate attendance.

b) Special meeting of the Society may be called by the chair and the

executive at any time and shall be called if requisitioned in writing by at least five (5) of the voting associations in good standing.

c) Notwithstanding the forgoing, the notice of any special meeting shall be

sent at least fourteen (14) days in advance and in emergencies, may be

made by telephone.

Voting

16. Each member association of this Society shall have one vote on issues brought to the floor of regular meetings or the Annual General Meeting.

Board of Directors

17. The Board of Directors consists of:

a) the members of the Executive Committee

b) one director appointed by each of the local member associations

c) one representative of the Federal Department of Justice or Solicitor

General

d) one representative of the Nova Scotia Department of Justice

e) one representative from the Royal Canadian Mounted Police

f) one representative from the Nova Scotia Chiefs of Police Association

g) one representative of Nova Scotia Municipal Police Force

18. A Board member who, for valid reasons, is unable to attend a Board meeting, may send his/her designated alternate to speak and vote on his/her behalf by means of

Proxy.

19. A by-law or objective of the Society may be amended by a special vote of the

Board, subject to ratification by the membership at the Annual General Meeting.

20. The Chair shall only vote in the event of a tie vote.

21. Matters voted on in Board meetings require a majority vote of members present to

pass. In no case shall a vote be conducted if less than 30% plus 1 of the members of

the Board are present.

Executive Committee

22. The Executive Committee shall comprise

a) Past Chair

b) Chair

c) Vice Chair

d) Secretary

e) Treasurer

23. a) Terms of office for all members of the Executive shall be two (2) years.

b) Members of the Executive Committee may be re-elected to subsequent

terms in office.

Duties

24. Duties of the Executive Committee Members shall be as follows:

Chair

a) presides at meetings of the Society

b) has signing authority for the Society

c) Is an ex-officio member of all committees

Past Chair

a) acts as advisor to the executive committee

b) acts as Chair of the Nominating Committee

c) carries out other duties as assigned by the Executive Committee

Vice Chair

a) assists the Chair and the members of the Executive Committee in the

performance of their duties, and

b) in the absence of the Chair, performs all duties of the Chair

c) has signing authority for the Society

Secretary

a) keeps accurate minutes of all meetings

b) is responsible for preparations, receipt, and custody of all correspondence, minutes, and other papers relating to the day to day operation of the Society

c) has signing authority for the Society

d) at the end of his or her term hands over all correspondence, books, and documents of the Society to the incoming Secretary

e) keeps a list of names and addresses of current members of the Society in alphabetical order showing the type of membership and the office they hold within the Association

Treasurer

a) keeps custody of the funds of the Society

b) has signing authority for the Society

c) presents a financial report at each Board meeting and at the Annual General Meeting

d) deposits all funds of the Society in a bank account or accounts designated by the Executive Committee

e) handles all financial transactions involving funds of the Society

f) provides a cash flow statement for review at each meeting of the Executive Committee

g) prepares reports for fund raisers as requested

h) keeps accurate records of revenues and expenditures

i) at the end of his or her term hands over funds and records to the custody of the incoming Treasurer

Directors

a) attend meetings of the Board and participate fully in discussion of all matters which come to the floor

b) enjoy full voting privileges on all motions presented at Board meetings

c) chair committees and carry out such other duties as are assigned by the Chair

Elections

25. The Executive Committee shall be elected at the Board of Directors meeting immediately preceding the Annual General Meeting.

26. a) The nominating committee shall present a slate of candidates for the

Executive Committee at the Board of Directors (BOD) Meeting, which

precedes the Annual General Meeting (AGM). As well, nominations from

the floor shall be presented at that time, and shall present a slate of

Candidates for the Board of Directors to the Membership at the Annual

General Meeting (AGM).

27. a) The Nominating Committee Chair shall seek nominations for all

Executive Positions whether incumbent Executive Members intend

to re-offer for the position or not.

b) Incumbent members of the Executive Committee shall advise the Chair

of the Nominating Committee thirty (30) days prior to the Annual General

Meeting (AGM) whether they wish to re-offer for positions on the

Executive Committee.

28. Should a position on the Executive Committee become vacant before the expiry of

the incumbent’s of office, the Board may appoint a member of the Society to serve

in that position for the remainder of the term.

Projects and Committees

29. The Board shall determine the projects, programs and media coverage to be undertaken by the Society.

30. The Board shall create committees to carry out various functions of the Society.

31. a) Standing Committees of the Society shall be chaired by a member of

the Board who will report on the activities of the committee at each

Board meeting.

b) Sub-Committees or Ad Hoc Committees of the Society may be chaired by a member of the Society appointed by the Chair.

32. Each Committee Chair shall, prior to each meeting of the Executive Committee,

supply to the Chair through the Secretary the minutes of all committee meetings held since the date of the last Executive Committee meeting.

33. All committee chairs are responsible to the Society as a whole for ensuring that

their committee members abide by the by-laws of the Society.

34. Committee chairs have the option of recruiting members for their committee.

35. Committee Chairs may, with the approval of the Executive Committee, engage

persons to provide advice or professional services to the committee where deemed

necessary or desirable.

Miscellaneous

36. The Secretary shall file with the Registrar of Joint Stocks the Society’s annual

financial statement, a list of it’s Directors with their addresses, occupations, and

date of appointment or election within fourteen days of the Annual General Meeting or other change of Directors.

37. Contracts, deeds, and other documents may be executed on behalf of the Society

by the Chair or Vice-Chair and the Treasurer, unless otherwise prescribed by special resolution.

38. The borrowing powers of the Society may be exercised by resolution of the Board.

39. The seal of the Society shall be maintained at the office of the Society and shall be affixed to documents as directed by the Executive Committee.

40. The books and records of the Society may be inspected by any member of the Society at any time within two days prior to the Annual General Meeting at the registered office of the Society.

41. The auditor(s) of the Society shall be appointed by the members at the Annual General Meeting.

42. The Society assumes no responsibility for the actions of its member societies or individual members, nor does it assume any liability for indebtedness incurred by any of its members societies or individual members, save and except on those occasions where the action or indebtedness was specifically authorized by the Board or the Executive Committee.