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Bylaws
- Membership
Any person with an interest in transfusion medicine, employed in, studying in or retired from a health care field and living or working within Alberta or the Northwest Territories will be granted Alberta Vein to Vein Society (Society) membership. Any member wishing to withdraw from membership may do so upon a notice in writing to the Board through its Secretary. Any member upon a majority vote of all members of the Society in good standing may be expelled from membership for any cause which the Society may deem reasonable.
To retain membership, members must submit an annual renewal form. If a membership fee is required, the amount will be determined by a motion at the Annual General Meeting.
2. President
The President shall be an ex-officio member of all Committees. He/she shall, when present, preside at all meetings of the Society and of the Board. In his/her absence, the president-elect shall preside at any such meetings. In the absence of both, a chairperson may be elected at the meeting to preside. The term of office for the president will be two (2) years in accordance with Society policies.
3. President-Elect
The term of office for the President-Elect will be two (2) years with automatic progression to the office of President for an additional two (2) years in accordance with Society policies. The President-Elect shall assume the duties of the President in his/her absence.
4. Board of Directors
The Board shall, subject to the bylaws or direction given it by majority vote at any meeting called, have full control and management of the affairs of the Society. Meetings of the Board shall be held as often as may be required, but at least once a year, and shall be called by the President. Board meetings shall be called by ten (10) days notice in writing or by three (3) days notice by email, fax or telephone. Any four (4) members shall constitute a quorum and meetings shall be held without notice if a quorum is present, provided that any business transactions at the meeting shall be ratified at the next regularly called meeting. The board shall consist of the President, President-elect, Secretary, Treasurer (or secretary/treasurer) and four (4) Directors-at-large. The Directors-at-large will be elected or appointed for a two (2) year term in accordance with the Society policies. Any board member upon a majority vote of all members in good standing, may be removed from office for any cause which the Society may deem reasonable.
5. Secretary
The Secretary shall attend all meetings of the society and of the board, and keep accurate minutes. In case of absence of the Secretary, his/her duties shall be appointed by the President to another member. The Secretary will have charge of all correspondence of the Society and be supervised by the President and the Board. The Secretary shall keep a record of all members of the society and send notices of meetings as required. The term of office will be two (2) years in accordance with the Society policies. The positions of Secretary and Treasurer may be filled by one person.
6. Treasurer
The Treasurer shall receive all monies paid to the Society and be responsible for the deposit of same in the bank of choice. He/she shall properly account for the funds of the Society and keep such books as may be directed. He/she shall present a full detailed account of receipts and disbursements to the Board whenever requested and shall prepare for submission to the Annual Meeting a statement 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 term of office will be two (2) years in accordance with the Society policies. The positions of Secretary and Treasurer may be filled by one person.
7. 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 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. The fiscal year of the Society in each year shall be January 1 to December 31.
The books and records of the Society may be inspected by any member at the Annual General Meeting or at anytime upon giving reasonable notice and arranging a time satisfactory to the officer or officers having charge of same. Each member of the Board shall at all times have access to such books and records.
8. Society Seal
The Society has not adopted a society seal.
9. Annual General Meeting
The Society shall hold an annual meeting on or before June 30 in each year, of which notice in writing to the last known address of each member shall be sent by mail or email thirty (30) days prior to the date of the meeting. At this meeting elections shall be held in accordance with the Society policies. The officers and directors so elected shall form a Board, and shall serve until their successors are elected or appointed in accordance with Society policies. Any vacancy occurring during the year may be filled by a member appointed by the Board in accordance with Society policies. All appointments shall be ratified by the membership at the next Annual General Meeting. Any member in good standing shall be eligible for any office in the Society.
Four (4) members in good standing shall constitute a quorum.
Motions presented will be approved by a simple majority vote of the members present, provided that quorum has been achieved. The President casts the deciding vote in the case of a tie.
10. Voting
Any member who has not withdrawn from membership nor has been suspended or 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. Email votes may occur from time to time.
11. Special Meetings
Special meetings shall be a meeting of the Members which may be called at any time by the President with the approval of the Board of Directors, or upon a written request signed by at least five percent (5%) of the Members in good standing, for the purpose of considering a specific and urgent matter of business which cannot be delayed until the next Annual General Meeting. Notice of a Special Meeting, including the purpose for holding the meeting, shall be sent to the last known address of each member by mail or email twenty (20) days prior to the date of the meeting. Only matter(s) set out in the Notice of the Special Meeting shall be considered at the Special Meeting. Four (4) members in good standing shall constitute a quorum. Motions presented will be approved by a simple majority vote of the members present, provided that quorum has been achieved. The President casts the deciding vote in the case of a tie.
12. Remuneration and Reimbursement
Unless authorized at any meeting and after notice for same shall have been given, no officer, director or member of the Society shall receive any payment for his/her services. Notwithstanding the above, Directors or Members shall be reimbursed for reasonable expenses incurred while carrying out Society business, in accordance with Society policies.
13. Borrowing Powers
For the purpose of carrying out its objectives, the Society may borrow or raise or secure money in such manner as it thinks fit, and in particular by the issue of debentures, but the power shall be exercised only under the authority of the Society, and in no case shall debentures be issued without the sanction of a special resolution of the Society.
14. Dissolution
Upon dissolution of the Society, membership will vote on dispensation of all Society funds and assets. Simple majority of votes received will decide the dispensation.
15. Bylaws
The Bylaws can only be rescinded, altered or added to by a special resolution of the membership. Provided that quorum has been achieved, at least 75% of the members present at the Annual General Meeting or at a Special meeting must vote in favour of the special resolution in order for the bylaws to be changed.