our bylaws

Article 1 – Introduction

• The name of the group is Boundless Dance Parents Association. It can also be referred to as “BDPA”.

• BDPA is a volunteer group of parents who have dancers at Boundless Dance Studio.

 

Article 2 – Membership

• To become a member, the applicant must be a parent/guardian whose child(ren) is a registered dancer at Boundless Dance Studio.

• A yearly family membership fee in the BDPA is $25.00 and is due upon application.

• A Member is a person who has paid the membership fee and is in good standing.

• A Member has the right to attend Annual General Meetings (AGM) and to vote.

• A Member can carry on from year to year as long their child(ren) are registered dancer(s) at Boundless Dance Studio.

• A Member ceases Membership when their child(ren) are no longer registered dancer(s) at Boundless Dance Studio.

• A Member may resign as a Member by notice in writing to the Board of Directors.

• A Member may be expelled from the BDPA for non-payment of the yearly membership fee or for a specific violation(s) of the by-laws. Expulsion is by majority vote of the Membership at a General or Special Meeting following the procedures set in these By-Laws. The notice and agenda must specify that there will be an expulsion application, the name of the Member involved, and the specific reason(s) for the application.

 

Article 3 – Board of Directors

• The Board of Directors shall consist of a minimum of four Members and a maximum of seven Members.

• Directors will be elected at the Annual General Meeting.

• A Director’s term shall commence upon election or appointment and continue until the next Annual General Meeting. A Director may serve up to three consecutive years, when duly elected each year. After serving three consecutive terms a Director cannot run for election for any position on the Board of Directors unless a two-year waiting period is then completed. Upon the completion of two consecutive years absent from the Board of Directors, a former Director can run for election for a position on the Board. This process continues the same fashion after every three-year consecutive term of Directorship. Exempt from this rule are the Account Manager and the Treasurer.

• A Member may resign by notice in writing to the Board of Directors.

• A Director may be removed, for specific violation(s) of the by-laws, by a majority vote of the Membership at a General or Special Meeting following the procedures set out in these by-laws. The notice and agenda must specify that there will be a removal application, the name of the Director involved, and the specific reason(s) for the application.

• Upon the resignation or removal of a Director, an interim Director can be appointed and the position would be filled by majority vote of the Membership.

 

Article 4 – Director Positions
The Board of Directors of the BDPA shall have the following Executive Officers as elected by the Members at the Annual General Meeting:

• President (or two co-Presidents)    

• Vice-President        

• Account Manager

• Secretary                    

• Treasurer

• Director at Large                

• Fundraising Co-ordinator

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Article 5 – Board of Director Duties

The President(s) and or Co-President(s) shall:

• Be a Member(s) in good standing.  

• Preside when present at and participate in as many General and Special Meetings of the BDPA.  

• Plan the agenda for the General and Special Meetings.

• Call General and Special Meetings, providing meeting announcements and notices. 

• Have general supervision in as many activities of the BDPA.

• Have signing authority on all bank accounts the BDPA may have. 

• Present the Annual Report at the Annual General Meeting. 

• Assist all Board of Directors. 

• The Co-President(s) in voting circumstances, are each allowed a vote.

The Vice-President shall:

• Be a Member in good standing.

• Aid the President(s) and undertake tasks assigned by the President(s).

• In the absence of the President(s), supervise the affairs and preside at any General or Special Meeting of the BDPA.

• In the event of resignation, incapacity or leave of absence of the President(s), fulfill the President’s responsibilities.

• Assist all Board of Directors.

• Coordinate the Christmas event.

The Secretary shall:

• Be a Member in good standing.

• Be responsible for keeping accurate minutes at every General and Special Meeting. 

• If absent for a General or Special Meeting, arrange for another Board of Director to keep accurate minutes. 

• Be responsible for keeping a hard copy log of the minutes recorded and for making minutes available upon request to any Member in good standing. 

• Send out Welcome Emails to new members.

The Treasurer shall:

• Be a Member in good standing. 

• Be responsible for keeping all of the financial transactions of the BDPA. 

• Be prepared to present an accounting of the funds to Members and preparing the accounts for audit. 

• File the Society Annual Return

• Check the mailbox weekly located at the Boundless Dance Studio for new applications of Members and making sure membership forms are available. 

• Notify all Board of Directors of new members by sending out an updated Member in good standing list once membership fee has been received.

• Be responsible for the deposits of all monies paid to the BDPA in whatever bank the BDPA may have. 

• Have signing authority on all bank accounts the BDPA may have.

The Account Manager shall:

• Be a Member in good standing. 

• Be responsible for keeping all of the financial transactions of each of the BDPA members’ personal accounts. 

The Director(s) at Large shall:

• Be a Member in good standing.

• Assist the BDPA with extracurricular engagements such as:

• Planning special events sponsored by the BDPA.  

• Arranging Flowers for Year End Recital for all Recitals.

• Assisting in purchasing year end gifts for the teachers.

• Assist wherever necessary. 

The Fundraising Co-Ordinator shall:

•  Be a Member in good standing.

•  Co-ordinate a fundraising schedule throughout the months of September – June with on-going fundraisers for BDPA Members to choose to participate in.

 

Article 6 – General Meetings

• General Meetings of the BDPA will be held when needed.

• General Meetings will be called by announcement via email, telephone or notice.

• The minimum amount of notice for a General Meeting, with the exception of the Annual General Meeting, is twenty-four hours.

• General Meetings will be held at various places, by arrangement and agreement of the Members planning to attend that particular meeting.

• The quorum for any General Meeting of the BDPA shall be twenty percent of Board of Directors in attendance.

• Minutes shall be taken at every General Meeting and a minute book will be maintained by the Secretary or other Director designated by the Secretary or the President.

• An agenda will accompany an announcement of a General meeting. Included are topics to be discussed, location and time of the meeting.

 

Article 7 – Annual General Meeting

• The Annual General Meeting of the BDPA will be held within the first few months of each occurring dance season.

• Notice for the Annual General Meeting will be given a minimum of two weeks prior to the date of the meeting.

• The Annual General Meeting notice will specify the place, date and time of the meeting.

• A formal agenda will accompany the notice and will include additions to the Agenda, Approval of Previous Annual General Meeting’s Minutes, and Business Arising from the Minutes, President’s Annual Report, Financial Report, Committee Reports, Elections and New Business.

• Copies of all Reports shall be made available to all Members at their request at the meeting.

• Formal Proxies shall be made available to all Members at their request, at least two weeks prior to the date of the meeting.

• The quorum for the Annual General Meeting shall be twenty members, in good standing including Board of Director attendees.

• Minutes shall be taken at the meeting and placed in the minute book.

• Minutes will be made available to any Member who requests them.

• Elections for the Board of Directors will take place at the Annual General Meeting

 

Article 8 – Special Meetings

• Notice for a Special meeting will be by email notice to all Members in good standing.

• Notice for a Special meeting will be given a minimum of two weeks prior to the date of the meeting.

• The Special meeting notice will specify the place, date and time of the meeting.

• A formal agenda will accompany the notice.

• The quorum for any Special Meeting of the BDPA shall be twenty percent of Board of Directors in attendance.

• Minutes will be taken at every Special meeting and placed in the minute book.

• Minutes will be made available to any Member in good standing who requests them.

Article 9 – Voting Procedures

• Decisions requiring immediate action may be made by the majority vote of the Board of Directors and will be reported to the Members at the next scheduled meeting.

• Any motion, with the exception of By-Law amendments, made at a General or Special meeting requires a majority of Members present of by formal proxy to pass.

• In the case of conflict at a General or Special Meeting, a motion must be moved, seconded and passed by fifty-one (51%) majority of the Members in good standing present. Proxies are permitted.

• Failure to have a quorum meeting will result in the Board of Directors making the decision on behalf of the BDPA.

 

Article 10 – Amendments to the By-Laws

• The By-Laws will be looked at and updated at every Annual General Meeting.

• Amendments can take place after the Annual General Meeting.

• Any amendment requires a thirty-five-majority vote of the Members in good standing present and or/a proxy.

Article 11 – Conflict Resolution

• When any procedures are in doubt, reference will be made to the applicable portions of Roberts Rules of Order and those procedures set out will be followed.

• When resolving conflict, every Member in good standing shall act respectfully towards other Members in good standing and allow them to express their views in any appropriate fashion.

Article 12 – Fundraising A

• Each fundraiser organized and run by the BDPA with the help of the Fundraising Co-Ordinator will operate separately.

• Each Member in good standing will profit individually from each sale they make.

• The BDPA Board of Director Account Manager will keep individual records of every Members in good Standing.

• If the fundraising is in a silent auction format all members will profit individually in equal parts of the funds raised.

• Each member in good standing will follow the proper redemption format for release of funds.

Article 12 Fundraising B – Special Events

• If there are any Special Events or Special Travel, those members attending the special events or special travel who are in good standing are allowed to participate in that specific fundraiser and will profit individually from each sale they make.

• If the fundraising is in a silent auction format all members will profit individually in equal parts of the funds raised.

• Each member in good standing will follow the proper redemption format for release of funds.

• Should a member fail to renew their membership and/or their child is no longer a registered dancer at Boundless Dance Studio by September 30th of the current year, any previously remaining fundraising proceeds in your account will be transferred into the BDPA general account. The funds will be used towards Boundless Dance Studio year end dance scholarships.

Article 13 – Financial Matters

• Any bank account operating in the name of the BDPA will require the signature of a Board Member.

• The BDPA is not intended or permitted to be indebted.

• Redemption of funds from any Member in good standing will follow this procedure:

• Contact redemptions@gmail.com for your dancer’s balance. Fill out the redemption form completely online & email it to redemptions@gmail.com. Complete the form two weeks prior to the due date of the payment. Attach an invoice for any personal expenses being claimed

• Members in good standing from year to year can keep their funds in their Member accounts as long as they renew their Membership the following dance year.

• If a Member in good standing does not renew their membership the following year, for whatever reason, the funds in that Members account will then be given to the BDPA’s general account.

Article 14 – Dissolution

• Upon dissolution of the BDPA, any assets remaining after paying debts and liabilities should be:

• Disbursed to an eligible charitable organization of the President(s) choice.

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