Bylaws of Prime Timers Calgary

1.1 The name of the organization shall be Prime Timers Calgary, herein referred to as the “Club.”
1.2 The purpose of the Club is to provide a supportive atmosphere to enjoy social, cultural, and educational activities for adults who self-identify as gay, bisexual, or trans men.

2.1 Membership is open to adults who self-identify as gay, bisexual, or trans men.
2.2 Membership categories include: Member.
2.3 Applications for membership shall be submitted (Join now) to an executive committee member and require payment of the membership fee as well as the approval of one or more executive committee members.
2.4 Membership fees shall be reviewed by the Executive Committee, and any change in the amount will be presented to the Membership for approval at the next annual general meeting. Dues to be paid annually, initially and then by automatic membership renewal.
2.5 Members (in good standing) have the right to attend events, vote for/against officers, and attend meetings.
2.6 Membership may be terminated by resignation, non-payment of fees, or the decision of 2 or more Executives for conduct inconsistent with the Club’s purpose. (See 6.3.)

3.1 The Club shall be governed by an Executive Committee consisting of the following officers: President, Vice-President, Secretary, Treasurer, and any other positions as deemed necessary from time to time and voted upon by the membership. (See 3.2.)
3.2 Officers shall be elected annually at the Annual General Meeting (AGM) by a majority vote of members present.
3.3 The term of office for all officers shall not exceed three (3) years.
3.4 Vacancies occurring during a term shall be filled by appointment by the Executive Committee until the next AGM.

4.1 The Club shall hold regular meetings every 6 months (option to a maximum of quarterly) to address pressing Club business.
4.2 An Annual General Meeting shall be held in the fall of each year.
4.3 Notice of meetings shall be communicated to members at minimum of 30 days in writing, in advance via email, mail, or other means.
4.4 A quorum for meetings shall be 25% of the voting membership, including at minimum of 2 executive committee members.
4.5 Decisions shall be made by a majority vote of those present, except where otherwise stated.
4.6 Ties may be broken by one designated Executive Committee member.

5.1 The fiscal year of the Club shall begin on January 1st and end on December 31st.
5.2 The Treasurer shall keep accurate records of all financial transactions and report to the Executive and membership at regular intervals.
5.3 Signing authority for expenditures over $1000 CAD shall require two signatures from and two of the following officers: President, Vice-President, Treasurer, Secretary. Otherwise one signature is sufficient.
5.4 An annual financial report shall be presented at the AGM.
5.5 The Club may engage an independent reviewer or auditor as deemed necessary.

6.1 Members are expected to adhere to the Club’s code of conduct which is to positively participate in club activities designed to support social, cultural, and educational purposes. The Club is not a dating organization. Members are encouraged to bring their partners, and the Club acknowledges that members may spark new romantic interests, but attending for the purpose of dating or seeking sexual activity is contrary to the Club’s purpose, and may be grounds for expulsion.
6.2 Complaints of member misconduct shall be submitted in writing to the Executive Committee for review. Complaints may be kept private or anonymous if requested.
6.3 The Executive Committee may take disciplinary action, including suspension or expulsion, by vote of 2 or more executive committee members.
6.4 Members subject to disciplinary action shall have the right to appeal in writing to the Executive, after which the executive committee will make a final decision which may not be appealed.

7.1 Proposed amendments must be submitted in writing to the Executive Committee.
7.2 Notice of proposed amendments shall be provided to all members at minimum of 30 days before the meeting where the vote will take place.
7.3 Amendments require a two-thirds majority vote of members present at a duly called meeting, provided quorum is met.

8.1 The Club may be dissolved by a 51% vote of the membership at a special meeting called for that purpose.
8.2 Upon dissolution, any remaining assets shall be distributed to Prime Timers Worldwide.

Executive Team Roles

In a nutshell…

The President leads the Club, chairs meetings, represents the organization, and ensures that all activities support the Club’s purpose while working with other officers to carry out decisions.
The Vice-President assists the President, fills in when the President is absent, helps organize events, and supports membership activities.
The Secretary keeps meeting notes and Club records, sends meeting notices and communications, and maintains membership and official documents.
The Treasurer manages the Club’s finances, collects membership dues, pays approved expenses, and prepares financial reports for meetings and the Annual General Meeting.