SOCIETIES ACT
DRAFT
YELLOWKNIFE AMATEUR RADIO SOCIETY BYLAWS
The Executive of the Yellowknife Amateur Radio Society, under sections 5 and 6 and every enabling power, makes the Yellowknife Amateur Radio Society Bylaws on this 30th day of August 2026:
Interpretation
1. In this section,
“fiscal year” means the period of one year from April 1 of one year to March 31 of the next year;
“Roberts Rules of Order” means Henry M. Robert III, Daniel H. Honemann and Thomas J. Balch, Robert’s Rules of Order Newly Revised, 12th Edition (Public Affairs, 25 August 2020), ISBN-13: 978-1541736696;
“Society” means the Yellowknife Amateur Radio Society declared on April 19, 1985 and registered on May 2, 1985 under the Societies Ordinance with number SOC 681.
Meetings
2. (1) The President shall, on the recommendation of the Executive, call an annual general meeting of the Society to be held between 31 and 180 days after the date of the end of the fiscal year.
(2) Notice of a general or special meeting must be given at least seven days prior to the date set for the meeting by any means including
(a) by electronic means, including e-mail or the posting of the notice on a website;
(b) by posting of notices of such meetings at conspicuous points throughout the area of operations; or
(c) by publication in a newspaper of general circulation; such notice to set forth the time, place and business to be transacted at such meeting;
3. The President shall, on the petition of ten members of the Society, call a special meeting of the Society not later than 15 days after receipt of the petition.
4. Not less than 30% of the paid-up members of the Society, being present at an annual general meeting or a special meeting, constitutes a quorum.
5. (1) A member who is not present at the annual general meeting may be
(a) present remotely through another member who is present or by proxy; or
(b) vote remotely or by proxy through another member who is present.
(2) A proxy form a shown in Schedule A must be used.
6. Meetings must be conducted in accordance with Roberts Rules of Order, unless the membership approves of a motion to do otherwise.
7. Only paid-up members who have full membership may vote at an annual general meeting or special meeting.
8. The books and records of the Society must be open to the inspection of the members at each annual general meeting.
9. The membership of the Society may, at an annual general meeting, choose an auditor for the current fiscal year.
10. The membership of the Society may amend these Bylaws in accordance with subsection 6(1) of the Act.
Members
11. (1) There are four classes of membership granted payment of the applicable membership fee:
(a) full membership, granted to a licensed radio amateur with membership fee of $40;
(b) family membership, granted to a licensed radio amateur and their immediate family with a membership fee of $60 (all family members who hold an amateur radio licence are entitled to vote);
(c) associate membership, granted to an individual without a radio amateur licence with a membership fee of $20;
(d) corporate membership, granted to a corporation with a membership fee of $800.
(2) Membership fees are payable not later than the first day of September, each year.
(3) Notwithstanding subsections (1) and (2), the Executive may, at its discretion, waive the membership fee to any member who is disabled, 65 years of age or older or facing financial hardship.
(4) Members of the Society are entitled to take part in all activities and to use all facilities established by the Society, subject to any policies the Executive may establish and in conformity with law.
(5) Members of the Society shall treat Society equipment in a responsible manner and may, if they damage equipment negligently, be held liable for the damage including repairs or replacement.
(6) A member may withdraw from membership in the Society by submitting a notice, in writing, to the Secretary.
(7) The Executive may, by resolution, expel a member, if
(a) the Executive determines the member’s behaviour to be detrimental to the Society;
(b) the member is more than thirty days in default in paying their annual membership dues; or
(c) the member has intentionally committed unlawful activities on the Society’s repeaters, equipment or facilities.
Executive
12. (1) The Society shall, at each annual general meeting, elect a slate of directors including
(a) the President;
(b) the Vice-President;
(c) the Secretary-Treasurer; and
(d) any other director that the membership considers necessary.
(2) The ballot shown in Schedule B may be used at the discretion of the Society.
(3) The President shall
(a) preside over all meetings of members and of directors with the exception of the nominations and election of directors at an annual general meeting, where a chair must preside, elected by the membership; or
(b) be responsible for the general management and supervision of the affairs and operations of the Society.
(4) The Vice-President shall perform the duties and exercise the powers of the President, Secretary and Treasurer in their respective absences.
(5) The Secretary shall
(a) keep custody of the books and records of the society;
(b) provide notices of all meetings of members and all meetings of members and directors;
(c) record of the minutes of all such meetings, distribute the minutes to attendees and keep the minutes in the records of the Society; and
(d) make available the books and records of the Society to any member, on request, by appointment.
(6) The Treasurer shall record and keep full and accurate accounts of all receipts and disbursements of the Society.
(7) The offices of the Secretary and the Treasurer may be occupied by the same director in which case the combined office that of the Secretary-Treasurer.
(8) The Executive may insure any equipment or property owned by the Society.
(9) For greater certainty, all directors have fiduciary duties with respect to the Society.
Finances
13. (1) The Treasurer shall maintain the finances of the Society.
(2) All expenditures must be authorized in advance by two of the directors listed in paragraphs 12(1)(a), (b) or (c).
(3) In the case of an expenditure by means of a cheque, the cheque must be countersigned by one director.
14. The Society has no borrowing powers.
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Chris Cameron (VE8WD), President |
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Ian Rennie (VE8IR), Secretary-Treasurer |
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Bob Johnson (VE8BOB), Member (Witness) |
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SCHEDULE A
PROXY VOTING FORM
Annual General Meeting (AGM)
Organization Name: ___________________________
Date of AGM: _________________________________
Time of AGM: _________________________________
Location: ____________________________________
Member Information
I, __________________________________________ (Member Name),
being a member in good standing of the Yellowknife Amateur Radio Society,
hereby appoint:
__________________________________________ (Proxy Holder Name)
or, if that person is unavailable,
__________________________________________ (Alternate Proxy Holder Name)
to act as my proxy and vote on my behalf at the Annual General Meeting to be held on _____________________, and at any adjournment thereof.
Voting Instructions
Please mark one of the following options:
☐ The proxy holder may vote at their discretion on all matters before the meeting.
OR
☐ The proxy holder must vote as directed below:
|
Resolution / Motion |
For |
Against |
Abstain |
|
Approval of AGM Agenda |
☐ |
☐ |
☐ |
|
Approval of Previous AGM Minutes |
☐ |
☐ |
☐ |
|
Acceptance of Financial Statements |
☐ |
☐ |
☐ |
|
Election of Directors |
☐ |
☐ |
☐ |
|
Appointment of Auditor (if applicable) |
☐ |
☐ |
☐ |
|
Other Resolution: __________________ |
☐ |
☐ |
☐ |
Authority of Proxy
This proxy authorizes the proxy holder to attend, participate, and vote on my behalf in accordance with the instructions indicated above and with the organization's bylaws and governing legislation.
This proxy shall remain valid only for the AGM identified above and any adjournment thereof.
Signature
Member Name: __________________________________
Membership Number (if applicable): _______________
Signature: _____________________________________
Date: _________________________________________
Submission Instructions
Please submit this completed proxy form to:
Contact: ___________________________________
Email: _____________________________________
Mailing Address: _____________________________
Deadline for Submission: ______________________
Note: This proxy form is a sample only. Organizations should ensure it complies with their bylaws, articles of incorporation, and applicable legislation.
SCHEDULE B
Yellowknife Amateur Radio Society (YARS)
Annual General Meeting Voting Ballot
Date: _______________________
Location: ____________________
Member Name (Optional): _______________________________
Membership Number (Optional): __________________________
Instructions
Please mark ONE choice for each item unless otherwise indicated.
1. Approval of Previous AGM Minutes
☐ FOR
☐ AGAINST
☐ ABSTAIN
2. Acceptance of Financial Statements
☐ FOR
☐ AGAINST
☐ ABSTAIN
3. Appointment of Financial Reviewer / Auditor (if applicable)
☐ FOR
☐ AGAINST
☐ ABSTAIN
4. Election of Directors and Officers
Vote for one candidate for each position unless otherwise noted.
President
☐ ______________________________________
☐ ______________________________________
☐ Write-in: ______________________________
Vice-President
☐ ______________________________________
☐ ______________________________________
☐ Write-in: ______________________________
Secretary
☐ ______________________________________
☐ ______________________________________
☐ Write-in: ______________________________
Treasurer
☐ ______________________________________
☐ ______________________________________
☐ Write-in: ______________________________
Director-at-Large (Vote for up to _____)
☐ ______________________________________
☐ ______________________________________
☐ ______________________________________
☐ ______________________________________
☐ Write-in: ______________________________
5. Special Resolution(s)
Resolution 1:
☐ FOR
☐ AGAINST
☐ ABSTAIN
Resolution 2:
☐ FOR
☐ AGAINST
☐ ABSTAIN
6. Other Business Requiring Member Vote
Motion:
☐ FOR
☐ AGAINST
☐ ABSTAIN
Ballot Certification
I certify that I am a member in good standing of the Yellowknife Amateur Radio Society and am entitled to vote at this Annual General Meeting.
Signature: ______________________________________
Date: ___________________________________________
For Official Use Only
Ballot Received By: ______________________________
Ballot Number: __________________________________
Counted By: _____________________________________
Date Counted: ___________________________________