ASSOCIATION GENERAL BY-LAWS
- ASSOCIATION
1.1 Name
Association for the Protection of the Environment of Lac Long/Lac Morissette (APELLM)
- Headquarters
The headquarters of APELLM (hereafter referred to as “the Association”) is situated in the municipality of Blue Sea, Quebec.
Mailing Address: 207 Chemin Lac Long, RR1, BLUE SEA, QC JOX 1C0
2. MISSION AND OBJECTIVES
2.1 Mission
To preserve and protect the natural beauty and environmental health of Lac Long and Lac Morissette, while promoting responsible use and enjoyment of the lake as well as encouraging a strong sense of community for all who enjoy and value our precious lakes.
2.2 Objectives
1. Environmental Protection and Water Quality
Conducting activities that support lake health through the monitoring and reporting of water quality and invasive species (e.g., Eurasian Milfoil, Purple Loosestrife, Zebra Mussel), as well as participation in related environmental protection programs in the region.
2. Safe and Responsible Use of the Lakes
Supporting initiatives that reduce risks and encourage safe lake practices through activities such as respectful boating campaigns and fire-prevention education.
3. Stewardship, Education and Community Engagement
Supporting sustainable lake use and community harmony through awareness campaigns, education programs, and community participation.
4. Collaboration and Representation
Representing the interests of the lakes and lake residents regarding environmental and safety matters through cooperation with the municipality of Blue Sea, government agencies, environmental organizations, and local partners.
3. MEMBERSHIP
3.1 Eligibility and Admission
Membership is open to any individual who is a Lac Long or Lac Morissette property owner and has paid the annual membership fee. A maximum of one membership per property is permitted.
3.2 Rights and Responsibilities
Members are expected to support the Mission and Objectives and comply with the by-laws and decisions of the Association.
3.3 Membership Fees
The Board of Directors shall, by resolution, establish the annual membership fee for Members. A two-year purchase option is available and recommended. The fee can also be paid each calendar year.
Members can pay their membership fees through the Association website, e-transfer, in-person to the Membership Director, or at the Annual General Meeting.
4. MEETINGS
4.1 Annual General Meeting (AGM)
An annual General Meeting of the Members of the Association will take place on a date, place and time established each year by the Board of Directors
4.2 Special General Meeting
A Special General Meeting of the Members of the Association can be convened by order of the President, a resolution by the Board of Directors or a written request signed by at least 10% of the Members addressed to the President or the Secretary specifying the purpose of the meeting. Following receipt of the request, the Secretary will convene a meeting within fifteen (15) days. The notice of a Special Meeting shall be accompanied by an agenda and no topics other than those on the agenda may be discussed.
4.3 Meeting Notices
The notices for Annual and Special General meetings, indicating the place, time and purpose of the meeting, shall be communicated by email a minimum of ten (10) days prior to the meeting and may be posted in appropriate areas or communicated to members under any other means determined by the Board of Directors.
4.4 Meeting Quorum
Ten (10) voting members is the quorum for all General and Special meetings.
4.5 Meeting Procedures
The President or, in his/her absence, the Vice-President, shall chair the assembly of members. The Secretary, or any other person designated by the Board of Directors, shall record the meeting proceedings. All members in good standing may express their opinions, present resolutions, amendments, additions, etc. to any issue or subject addressed in the meeting.
4.6. Voting
Each Member is entitled to one vote. Proxy voting is permitted. Voters are Members in good standing who are authorized by Members to vote in their place. This will be duly recorded by the Secretary.
4.7 Voting Procedures
All votes are taken by a show of hands. The chair of the meeting must refrain from voting unless the vote is a tie. In this case, the chair has the deciding vote. Unless it is stipulated otherwise, all questions submitted for decision will be determined by a simple majority that is fifty (50) percent plus one votes cast.
5. BOARD OF DIRECTORS
The affairs of the Association are administered by a Board of Directors, including financial management and adherence to the by-laws. It is accountable to Members and reports on its activities at the Annual General Meeting. The Board of Directors is composed of a minimum of six (6) and a maximum of twelve (12) Directors and should strive to have multiple representatives from each lake. Board members must be 18 years of age or over. A minimum of fifty (50) percent plus one of these Directors must be property owners. All Directors must be Members.
5.1 Officers
The Board of Directors shall, at the first meeting following the Annual General Meeting, elect from among the Directors, the Officers of the Association, namely; President, Vice-President, Treasurer and Secretary.
5.2 Director Portfolios
It is important for the Board, in its composition, to have clear roles and accountabilities for its Directors (with support) that clearly align to the objectives of the Association. These are:
- Membership
- Water Analysis & Environment
- Water Safety & Environmental Protection
- Communications
- Fire Prevention
- IT / Webmaster
- Events
- Tourism
5.3 Term
Directors serve for a two-year term and may be re-elected over consecutive terms.
5.4 Nominations
At least sixty (60) days prior to each annual General Meeting, the President shall appoint a Nominating Committee that shall consist of a minimum of two (2) Members. The President shall act as a non-voting secretary to the committee. At least thirty (30) days prior to each Annual General Meeting, the Nominating Committee shall, by email, make notice to the Members that nominations to the Board of Directors are requested. Nominations may also be received in-person at the Annual General Meeting.
5.5 Elections
Directors are elected at the Annual General Meeting. To better enable the retention and orderly transfer of expertise, elections are held on an annual basis with up to fifty (50) percent of Director positions up for election each year.
5.6 Vacant Positions
If for any reason, a position is unfilled or becomes vacant on the Board of Directors, the Board may appoint a Member to fill the position until the next Annual General Meeting and the person thus appointed will assume all the duties, rights and privileges of the position.
5.7 Frequency of Board Meetings
The Board of Directors shall meet a minimum of four (4) times between Annual General Meetings. The meetings are convened by the Secretary at the request of the President or three (3) Directors.
5.8 Quorum
Quorum for meetings of the Board of Directors is fifty (50) percent plus one of the Directors.
5.9 Board Meeting Notice
Each Director must receive notice of the time and place of Board Meetings at least two (2) weeks prior to the meeting. Directors should submit their agenda items to the Secretary and President one (1) week prior to the meeting. The meeting agenda will be provided via email to Board members 24 hours prior to the meeting.
5.10 Decisions
Decisions are made by majority vote of the Directors present. In the event of a tie, the President has the deciding vote.
5.11 Meeting Procedures
The President determines that the quorum is reached and that the meeting is correctly constituted. Meeting shall include:
- Adoption of the agenda and various issues
- Adoption of the Minutes of the preceding meeting
- Report of the Treasurer
- Report of Director portfolios
- Miscellaneous
- Roundtable
- Scheduling of next Meeting
- Closing
6. EXECUTIVE COMMITTEE
6.1 Role of the Executive Committee
The Executive Committee identifies the positions to be staffed on the Executive Committee, recommends to the Board of Directors the objectives, the policies and direction of the Association, and ensures their application.
6.2 Composition of the Executive Committee
The Executive Committee is composed of the Officers of the Association and up to three (3) additional roles, including Past President, as determined by the Board of Directors.
6.3 Executive Committee Roles
President:
Provides leadership, governance, and meeting chair.
Provides guidance and support to committees and members.
Vice-President:
Supports and replaces the President when needed.
Provides guidance and support to committees and members.
Secretary:
Provides meeting arrangements, records minutes, and maintains official documents.
Treasurer:
Manages finances and prepares financial reports.
7. PROFESSIONAL ETHICS
Each Director and Officer must execute their functions and discharge their obligations with diligence, integrity and respect. They must not, directly or indirectly, disclose or use any confidential information for their own benefit and must declare any conflicts of interest.
8. SUSPENSION OR TERMINATION
A director may be suspended or terminated, including any position they hold as an Officer or Executive Committee Member, by resolution of the Board of Directors put to a vote at a Special Meeting of the Board of Directors called for that purpose. A simple majority is required to declare that position vacant.
Suspension or termination shall be for just cause including, but not limited to, situations where the Director’s conduct is determined to be improper, unbecoming, or likely to endanger the interests or reputation of the Association or where the Director willfully contravenes or fails to comply with the By-laws of the Association.
No Director shall be suspended or terminated without having been notified in writing of the complaint against them, the reasons for the proposed suspension or termination and having been given an opportunity to be heard by the Board not less than five (5) days before the resolution to suspend or terminate is put to a vote. Such vote shall not take place less than fifteen (15) days prior to said notification being deemed to have been received by the Director.
9. FISCAL YEAR
9.1 The annual fiscal year of the Association is from January 1 to December 31.
9.2 The financial resources of the Association are made up of the annual membership fees of its members. The Association can also receive donations, grants or other contributions and benefits.
9.3 Any cheque made in the name of the Association must be signed by two (2) Officers authorized by the Executive Committee.
9.4 The President can authorize administrative expenditures up to one hundred dollars ($100) but must inform the Board of Directors at its next meeting.
9.5 Any expenditure of more than one hundred dollars ($100) must be shown in the agenda and follow the normal procedures of the Board of Director’s meetings.
10. DISSOLUTION OF THE ASSOCIATION
Upon the dissolution of the Association, or the cessation of its operations, after the payment of its debts and obligations, the surplus, if there is any, will be allotted to an organization practicing a similar activity and having similar objective in the region.