Statutes and Regulations
Everything you need to know about the rules governing Le club Alouette.
Notice: The use of the masculine to designate persons has the sole purpose of lightening the text and identifies individuals of both sexes without discrimination.
ARTICLE 1.1 DEFINITIONS
1.1.1 The word CLUB means the corporation made up of its members. The word MEADOWS stands for The Meadows Condominium Association, Inc.
1.1.2 The word MEMBER means any person who has been admitted as a member of the Club. As such, she will enjoy all the privileges of the Club.
ARTICLE 1.2 REPEAL OF PREVIOUS REGULATIONS
All regulations adopted since the formation of the Club on January 31, 1978 are repealed and replaced by the following provisions.
ARTICLE 1.3 CORPORATE NAME
The corporate name is CLUB ALOUETTE MEADOWS INC. hereinafter referred to as “Club”.
ARTICLE 1.4 REGISTERED OFFICE
The Club’s head office is located at 377 S.W. 56th Avenue, Margate, Florida 33068.
ARTICLE 1.5 FINANCIAL YEAR
The Club’s financial year begins on the 1st day of April and ends on the 31st day of March of the following year.
ARTICLE 1.6 STATUS
The Club is a non-profit corporation seeking the well-being of its members.
ARTICLE 1.7 PURPOSE
The main purpose of the Club is to foster brotherhood among Club members by organizing activities.
Section II - Members
ARTICLE 2.1 RESIDENT MEMBERS
2.1.1 Anyone residing at Meadows for more than 30 days has until January 31 of each year to join the Club.
2.1.2 To maintain his status, the member must comply with the rules of the Club and be in good standing with regard to the annual subscription.
ARTICLE 2.2 NON-RESIDENT MEMBERS
2.2.1 All non-resident owners can also join the Club.
2.2.2 To maintain his status, the member must comply with the rules of the Club and be in good standing with regard to the annual subscription.
Section III - Assembly of members
ARTICLE 3.1 ANNUAL GENERAL MEETING
3.1.1 Date and place
The annual general meeting of members is held at the registered office of the Club, or at any other location chosen by the board of directors, on the third (3rd) Tuesday of the month of March of each year.
The agenda should include the following points:
126.96.36.199 Verification of attendance, determination of the quorum, opening of the meeting;
188.8.131.52 Reading and approval of the minutes of the previous meeting;
184.108.40.206 Revision of the statutes and regulations;
220.127.116.11 Chairman’s report;
18.104.22.168 Reading and adoption of the Treasurer’s report;
22.214.171.124 Committee report;
126.96.36.199 Correspondence received and sent;
188.8.131.52 Members’ time (questions, suggestions, etc.);
184.108.40.206 Election of directors.
3.1.3 Notice of meeting
The annual general meeting is called by means of a written notice posted on the bulletin boards of the recreation center and of each of the nine (9) buildings at least three (3) days before the date of the meeting.
The number of people present at a meeting must be counted before the start of the meeting and this total must be noted in the minutes.
220.127.116.11 The presence of fifteen (15) members in good standing of the Club is required to obtain a quorum at meetings.
18.104.22.168 The presence of fifty (50) members in good standing of the Club is required to modify the statutes and regulations and the adoption of the modification will require a favorable vote of two thirds (2/3) of the members present.
The vote is taken by a show of hands with a majority of votes unless, on a majority proposal adopted by the members in good standing, the assembly decides on another voting method. In the event of a tie, the proposal will be deemed to have been rejected. However, it is the rule that, for the election of directors, the vote is by secret ballot.
ARTICLE 3.2 ORDINARY MEETING
3.2.1 The Board of Directors will convene and hold one or more regular meetings during the winter season, that is, between November 1 and March 31, when it deems it appropriate or necessary.
3.2.2 Paragraphs 3.1.3, 3.1.4, 3.1.5 and 3.1.6 of article 3.1 apply during meetings as well as article 22.214.171.124 of article 3.1.2
ARTICLE 3.3 EXTRAORDINARY MEETING
3.3.1 The Board of Directors may call a special meeting of members by resolution. It must also respond to a written request signed by at least five (5) members. The request must specify the purpose of the meeting and the meeting must be called within a maximum period of thirty (30) days. In both cases, the notice of meeting must indicate the purpose of the meeting and the deliberations are restricted to the content of the notice.
3.3.2 Paragraphs 3.1.3, 3.1.4, 3.1.5 and 3.1.6 of article 3.1 apply during extraordinary meetings.
Section IV - Admin Council
ARTICLE 4.1 COMPOSITION
4.1.1 There are seven (7) directors. Their mandate is for a period of two (2) years starting at the first meeting of the Club’s board of directors following the annual general meeting. In order to ensure continuity in management, they end their function alternately at the rate of four (4) one year and three (3) the following year following their seniority.
4.1.2 Outgoing directors retain their respective posts until the end of the calendar of activities for the current year and they may be re-elected provided they continue to meet the eligibility conditions.
ARTICLE 4.2 MEETINGS
4.2.1 The board shall hold meetings as often as the chairman or two (2) other directors jointly deem necessary. Meetings are called in writing or by telephone one (1) clear day in advance, unless waived by all members of the board. This invitation is made by the secretary.
4.2.2 The agenda may be prepared in writing and sent to the directors before the meeting is held or it may be communicated verbally.
4.2.3 The fact that a notice communicated by telephone or otherwise has not been received by a director is not sufficient to invalidate the meeting held and the decisions adopted during that meeting.
ARTICLE 4.3 QUORUM AND METHOD OF VOTING
4.3.1 The quorum is established by a simple majority of the directors in office for the holding of the meetings of the board of directors. A quorum must be maintained for the duration of the meetings.
4.3.2 Decisions are taken by a simple majority of votes and by a show of hands unless an administrator requires a secret ballot.
4.3.3 In the event of a tie, the chairman will have the right to request a second vote or to cast his deciding vote.
ARTICLE 4.4 HOLIDAYS
4.4.1 The post of a director becomes vacant following his death, his written resignation or if he ceases to be a member of the Club.
4.4.2 The Board may declare vacant the position of a Director who, without a valid reason in the eyes of the Board, is absent from three (3) consecutive meetings within the period from November 1 to March 31 of each year.
4.4.3 The board may then fill this vacancy by appointing by majority decision a new director who will remain in office for the remainder of the term of his predecessor. The directors remaining in office may however continue to act despite the vacation (s) provided that a quorum remains.
Section V - Power of the Admin Council
ARTICLE 5.1 STATEMENT OF PRINCIPLES
5.1.1 The Board of Directors manages all the affairs of the Club and consequently takes all administrative decisions. Without limiting the generality of the foregoing and without being limited to the enumeration of the following, Council may, among other things:
126.96.36.199 form committees;
188.8.131.52 directing the banking affairs of the Club;
184.108.40.206 set the amount of the annual membership fee;
220.127.116.11 in general, exercise all the powers granted to the directors of an association.
ARTICLE 5.2 DUTIES AND POWERS OF DIRECTORS
5.2.1 The President
The president is the principal administrator of the Club; it exercises control over all of its activities and affairs. He presides by right of all the assemblies of the members and the meetings of the board of directors and he is an ex-officio member of all the committees. In the event of a tie, he has a deciding vote.
5.2.2 The Vice-President
The vice-president assists the president and, in his absence, exercises all his powers and all his attributions as well as he assumes all his obligations, including the privilege of the casting vote.
5.2.3 The secretary
The secretary has custody of the registers and all documents. He acts ex officio as secretary at the meetings of the members and at the meetings of the board of directors. He is responsible for preparing notices of meetings of members and meetings of the board of directors. He takes care of the Club’s correspondence. He is the historian and keeper of the Club’s archives. If he is absent, he may be replaced by any other person designated by the chairman.
5.2.4 The treasurer
The treasurer is responsible for overseeing the financial administration of the Club. He performs the keeping of accounting books, the preparation of financial statements and reports required by the board of directors. He submits the financial reports that are requested of him at the meetings of the members and at the meetings of the board of directors.
The directors must perform all the tasks necessary for the proper functioning of the Club that may be assigned to them by the president or the board of directors.
5.2.6 Past President
The outgoing president who has completed a term of at least two (2) years as a director may continue to serve on the Club’s board of directors for another year; he acts as a resource person and advisor with the right to speak but without the right to vote.
Section VI - Election procedures
ARTICLE 6.1 ELECTION OF THE BOARD OF DIRECTORS
6.1.1 The directors are elected at the annual general meeting of members.
ARTICLE 6.2 CHOICE OF ELECTION OFFICERS
6.2.1 The president of the Club chooses from among the members in good standing a president, and if necessary a secretary and at least one scrutineer at the latest two (2) weeks preceding the annual general assembly.
ARTICLE 6.3 ELIGIBILITY AND NOMINATION
6.3.1 Any member in good standing residing in the “Meadows” for at least three consecutive months is eligible as director who has given written acceptance of his nomination, seconded by two (2) members in good standing. The returning officer is the custodian of the nomination papers.
The election period lasts the two (2) weeks preceding the annual general assembly and ends at 12 noon on the day of the general assembly. If the number of applications received does not exceed the number of positions to be filled, the duly proposed and seconded applications may be accepted.
6.3.2 The returning officer declares the candidate (s) elected, without voting, if the number of nominations does not exceed the number of positions to be filled.
ARTICLE 6.4 VOTING
6.4.1 The returning officer calls the vote if the number of nominations exceeds the number of positions to be filled.
6.4.2 The vote is taken by secret ballot by means of ballots initialed by the election clerk and distributed to members in good standing by the scrutineer (s).
ARTICLE 6.5 COUNTING OF THE POLL
6.5.1 The election secretary, assisted by the scrutineer (s), counts the ballot by verifying the authenticity of the ballots collected by the scrutineers and comparing their number with the number of ballots distributed. To be accepted, a ballot must not have more votes than the number of positions to be filled.
6.5.2 The ballots are then given to the returning officer with the result of the count.
6.5.3 In the event of a tie between the candidates, the returning officer requests a new ballot to decide between the candidates who are tied.
6.5.4 At the request of one (1) candidate or at least five (5) members in good standing, the secretary must immediately recount the votes. The result of this recount is final.
6.5.5 The returning officer then declares elected those of the candidates having obtained the greatest number of votes.
ARTICLE 6.6 SECRET OF THE POLL
6.6.1 The details of the results of the ballot cannot be revealed except at the express request of the majority of the assembly and the ballots are subsequently destroyed by the election secretary.
ARTICLE 6.7 ELECTION OF DIRECTORS
6.7.1 The returning officer invites the seven (7) members composing the new board of directors to withdraw with him in order to proceed to the election of the “officers”, namely the president, the vice-president, the secretary and Treasurer.
6.7.2 The new “officers” having been elected, the returning officer presents them to the assembly. Their mandate is for a period of one (1) year, but it is renewable.
6.7.3 The returning officer invites the new club president to address the assembly.
Section VII - The committees
ARTICLE 7.1 FORMATION OF COMMITTEES
7.1.1 The Board of Directors, when it deems appropriate to do so, may form one or more committees, establish their responsibilities, and appoint its chairman; subsequently, he can also dissolve them when he considers that they no longer have their raison d’être.
ARTICLE 7.2 ROLE OF COMMITTEES
7.1.2 The role of the committees is to ensure the smooth running of the Club’s activities and to present a report to the board of directors setting out the results, findings and recommendations.
ARTICLE 7.3 SUGGESTED COMMITTEES
7.3.1 Some of the committees that can be formed include:
18.104.22.168 the golf committee,
22.214.171.124 the bocce committee,
126.96.36.199 the shuffle board committee,
188.8.131.52 the billiards game committee,
184.108.40.206 the tennis committee,
220.127.116.11 the friendship meeting committee,
18.104.22.168 the Statutes and Regulations committee.
Section VIII - Banking Regulations
BE IT RESOLVED THAT
8.1 Checks issued by the Club be signed by two (2) of the following four (4) directors: the president, the vice-president, the treasurer, the secretary.
Whenever possible, the treasurer should always be one of the signatories of the checks.
8.2 The board of directors may at no time commit the Club for an amount of more than three thousand dollars ($ 3,000) for the same activity or purchase without having previously obtained the approval of the general assembly and, except exception, for the payment of meals to a caterer during a Club activity, which amount could go up to five thousand dollars ($ 5,000).
These statutes and regulations were first adopted at the annual general meeting of February 22, 1996 and amended at the annual general meetings of March 16, 1999, March 21, 2000, March 16, 2004, March 21, 2006, March 20, 2007 and March 15, 2016.
Completed in Margate, Florida, March 15th 2016: Danyelle Duval (Secretary), Michel Bachand (President)