Member Info

The Bylaws of the Tofino Vacation Rental Association

              Part I – Interpretation

    1. In these bylaws, unless the context otherwise requires:

“written notification” and “in writing” are to include via facsimile and email;
“at a meeting” includes attendance via the internet or telephone;

Part II – Membership

    1. (1)  There shall be two classes of membership: general and associate.
      (2)  General membership is open to owners, operators and managers of vacation rentals and those persons who provide services to it; and
      (3)  Associate membership is open or who are otherwise interested in the vacation rental industry in Tofino.

 

    1. (1)  Fees for general and associate membership shall be determined by the board of directors at the first general meeting and may be reviewed at each subsequent general meeting thereafter.
      (2)  The fee shall be due and payable on a date determined by the directors and in any event shall be due and payable yearly..

 

    1. All members shall agree to abide by the constitution and bylaws of the association and its code of ethics and professional standards.

 

    1. General and associate membership will be granted by application to the directors of the association,  the payment of the annual fee and approval of the directors.

 

    1. The association shall keep a register of the names and addresses of all its members.

 

    1. (1)  Membership in the association will cease upon:

(a)  written notification by the member to the directors;
(b)  the death of the member;
(c) expulsion; or
(d) failure to be a member in good standing for more than sixty consecutive days.

    1. (1) A member may be expelled for good reason by a special resolution of the directors passed at a general meeting by a 2/3 majority;
      (2) The notice of the special resolution for expulsion shall accompanied by a brief statement of the reasons for the proposed expulsion; and
      (3) The member subject to the proposed special resolution for expulsion shall be given an
      opportunity to address the directors at a meeting prior to the vote on the special resolution taking place.

 

    1. All members remain in good standing except when he or she has failed to pay his or her current annual membership fee for more than 60 consecutive days.

      Part III – Meetings of Members

    2. (1)  The time and place of general meetings shall be determined by the directors and members at the conclusion of the first general meeting, and in the same manner at each subsequent meeting.
      (2)   Notwithstanding s. 10(1), general meetings shall be held at least once every calendar year.

 

    1. (1)  Notice of general meetings shall be given to the members in writing by the directors promptly after the conclusion of the preceding meeting and in any case not less than 14 days before the proposed meeting;
      (2) Notwithstanding s. 11(1), the directors may in their discretion shorten the notice period of general meeting if in their opinion it is required; and
      (3) Notice of all other meetings shall be in writing to the members and as soon as practicable.

 

    1. An extraordinary meeting may be called at any time by the president of the association if in his or her discretion it is necessary, or on the written request of two directors of the association.

Part IV – Conduct at Meetings and Voting

    1. The president of the association shall chair the meetings.  If the president is absent the vice-President or secretary may chair the meeting, or any other director who is present.

 

    1. (1)  There must be at least 3 members for quorum for business at any meeting;
      (2)  All members in good standing present at meetings have one vote;
      (3)  Voting is by a show of hands;
      (4)  In the event of a tie the proposed resolution does not pass; and
      (5)  Voting by proxy is not permitted.

 

    1. (1)  All motions raised at any meeting shall be read, discussed and voted on by the members present;
      (2) All regular motions will pass by a simple majority.

 

    1. (1)  Meetings will commence with establishment of the chair and shall follow the agenda;
      (2) Items may added to the agenda at the meeting by the chair on his or her discretion.

Part V – Appointment and Removal of Directors

    1. (1)  The number of directors of the association shall be a minimum of 5 and a maximum of 8;
      (2)  The president, vice-president, secretary, deputy secretary, treasurer, deputy treasurer and one or more other individuals are the directors.

 

    1. (1)  Elections for directors shall be held once per year at the general meeting;
      (2)  The directors must retire from office prior to the elections at the general meeting when the successors are elected;
      (3)  Separate elections must be held for each position;
      (4)  An election may be by acclamation, otherwise by ballot.
      (5)  If a successor is not elected, the previous director returns in office.

 

    1. (1)  The directors may appoint a member to fill a vacancy among the directors from time to time and at any time;
      (2)  That appointee hold office only until the next annual general meeting of the association, but is eligible for election at that time.

 

    1. A director shall be limited to three consecutive terms of office.

 

    1. (1)  A director shall give his or her notice of resignation in writing to the other directors;
      (2)  The directors shall appoint a member to replace a director who has resigned or otherwise removed from office.

 

    1. (1)  A director may be removed by special resolution of a member;
      (2)  The removal of director requires a 2/3 majority vote on a special resolution.

Part VI – Duties of Directors and Officers

    1. The president shall be the chief executive officer of the association and shall preside at all meetings of the association and its directors.

 

    1. The vice-president shall assist the president in the discharge of his or her duties and in the absence of the president or in case of inability to act, shall assume all the duties and powers of the president.

 

    1. The secretary shall keep or cause to be kept an accurate list of the members of the association and their addresses.  The secretary shall also keep a record or arrange for one to kept of all proceedings of the association.

 

    1. The deputy secretary shall be responsible for correspondence of the associationpursuant to the direction of the directors and shall assist the secretary in the discharge of his or her duties.

 

    1. The treasurer shall deposit or cause to be deposited in the association’s bank accounts all funds received by the association.  He or she shall hold safe against loss any funds and securities of the association and shall report regularly to the directors concerning the financial standing of the association.

 

    1. The deputy treasurer shall assist the treasurer in the exercise of his or her duties . 

 

    1. The president and secretary of the association shall sign in name and on behalf of the association, all contracts, deeds, documents and other instruments requiring execution on behalf of the association.  The directors may designate one or more director to sign in place of them should they deem it necessary.

Part VII – Standing Committees

    1. (1) The directors may authorize the creation of standing or special committees whose duties and terms of reference will be determined by the directors as they deem necessary.
      (2) Such committees shall have a chair and any other members as decided by the directors.

 

    1. Committee meetings shall be arranged by the chair and quorum shall be 50% unless otherwise authorized by the directors.

 

    1. The chair as a director or member shall report from time to time as required to the directors of the association concerning the business of the committee.

Part VII – Executive Committee

    1. The executive committee shall consist of the directors and the chairs of standing or special committees, if any.

 

    1. The executive shall meet from time to time as determined by the directors.

 

    1. The executive shall have the power to exercise the executive functions of the directors but shall not have the power to appoint officers or make capital expenditures.

Part VII – Financial

  1. For the purposes of carrying out the objectives of the association the directors may borrow or raise funds in the manner they think fit.