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LWF Board of Directors
Executive:
Sean McCool, Chair, Fletchers Lake (2014)
Danielle Deveau, Vice Chair, Fall River (2013)
Cheryl Newcombe, Treasurer, Windsor Junction (2014)
Jeannette Smith, Secretary, Schwarzwald (2014)
Board Members and year term expires
| Sean McCool, Fletchers Lake (2014) | Janice Robinson, Fall River (2014) |
| Cheryl Newcombe, Windsor Junction (2014) | Jennifer DeCoste, Windsor Junction (2013) |
| Emily Clarke, Fall River (2013) | Danielle Deveau, Fall River (2013) |
| Stacey Rudderham, Miller Lake (2013) | Leo Meagher, Windsor Junction (2014) |
| Dale Schimpf, Fall River (2013) | Jeannette Smith, Schwarzwald (2014) |
| Darrell Chase, Miller Lake (2014) | |
Board meetings are typically held September through June on the third Wednesday of each month at 7:30 p.m.
LWF By laws
The LWF Ratepayers' Association By laws were revised on February 18, 2011 and approved by majority vote at the AGM on April 16, 2011.
Definitions
- In these by-laws:
a) "Society" means L.W.F. Ratepayers Association
b) "Registrar" means the Registrar of Joint Stock Companies appointed under the Nova Scotia Companies Act
“Special Resolution” means a resolution passed by not less than three-fourths of such members entitled to vote as are present in person or by proxy, where proxies are allowed, at a general meeting of which notice specifying the intention to propose the resolution as a special resolution has been duly given.
Membership Rights and Responsibilities
- The Society is ultimately accountable to the members of the Society.
- Every member is entitled to attend any members' meeting of the Society.
- Every member may vote at any member's meeting of the Society after they have attended at least one previous members' meeting. (See item 11)
- Any member of legal age is entitled to hold any office.
- Membership in the Society shall be open to:
a) The minimum of 5 subscribers to the Memorandum of Association,
b) Those who support the objects of the Society
c) Those whose name and address is written in the Register of Members by the secretary,
d) Those who pay an annual fee in an amount to be determined by the Society, and/or
e) Those who reside in the geographic area of Lakeview, Windsor Junction and Fall River and
f) Those who pay the area rate.
- Membership in the Society is not transferable.
- Membership in the Society shall cease:
a) Upon death, or
b) If the member resigns by written notice to the Society, or
c) If the member ceases to qualify for membership in accordance with these by-laws, or
d) If by a vote of the majority of the members of the society or a majority vote of the Directors of the Society at a meeting duly called and for which notice of the proposed action has been given, the Member's membership in the Society has been terminated.
- The members may repeal, amend or add to these by-laws by a special resolution. No by-law or amendment to the by-laws shall take effect until the Registrar approves of it.
No funds of the society shall be paid to or be available for the personal benefit of any member.
Members' Meetings
The Society does not hold members' meetings, however, if that was to occur the following rules would apply.
- Every member, subject to by-law 4, shall have one vote and no more and there shall not be proxy voting.
- A general or special meeting of the members may be held at any time and shall be called:
a) If requested by the chair, or
b) If requested by a majority of the directors, or
c) If requested in writing by 20 of the members.
- Notice to members is required for general or special meetings. The notice must:
a) Specify the date, place and time of the meeting,
b) Be given to the members seven (7) days prior to the meeting,
c) Be given to the members by newsletters, newspapers, television, radio, e-mail, telephone, fax and/or other electronic means,
d) Specify the nature of business, such as the intention to propose a special resolution and
e) The non-receipt of notice by any member shall not invalidate the proceedings.
- An annual general meeting shall be held within three months after every fiscal year end and notice is required which must:
a) Specify the date, place and time of the meeting,
b) Be given to the members by newsletters, newspapers, television, radio, e-mail, telephone, fax and/or other electronic means,
c) Specify the intention to propose a special resolution, and
d) The non-receipt of notice by any member shall not invalidate the proceedings.
- At the annual general meeting of the Society the following items of business shall be dealt with and shall be deemed ordinary business and all other business transacted shall be deemed special business:
a) Minutes of the previous annual general meeting,
b) Consideration of the annual report of the directors,
c) Consideration of the annual financial report of the Society,
d) The appointment of auditors for the ensuing year, and
e) Election of directors
Quorum shall consist of 20 members. No business shall be conducted at any meeting unless a quorum is present to open the meeting and, upon request, before any vote.
- (a) If a meeting is convened as per by-law 12(a) and or 12(b) and quorum is not present within one-half hour from the time appointed for the meeting, it shall be adjourned to such time and place as a majority of the members present shall decide. Notice of the new meeting shall be given and at the adjourned meeting the members present shall constitute quorum only for the purpose of winding up the Society.
(b) If a meeting is convened at the request of the members as per by-law 12(c) and quorum is not present within one-half hour from the time appointed for the meeting, it shall be dissolved.
- The President, or in his/her absence, the Vice-President, or in the absence of both of them, any member appointed from among those present, shall preside as Chair at members' meetings.
- Where there is an equality of votes the Chair shall cast the deciding vote.
- The Chair may, with the consent of the meeting, adjourn any meeting. No business shall be transacted at the
subsequent meeting other than the business left unfinished at the adjourned meeting unless notice of such new business is given to the members.
At any meeting a declaration by the Chair that a resolution has been carried is sufficient unless a poll is demanded by at least three members. If a poll is demanded it shall be held by show of hands or by secret ballot as the Chair may decide.
Directors
- Any member of the society shall be eligible to be elected as a director of the Society and a director of the
society shall be a member.
- The number of directors shall be fourteen (14) (not less than 5). The subscribers to the Memorandum of
Association of the Society shall be the first directors of the Society.
- Directors shall retire from office at the end of each annual general meeting at which their successors are
elected. Retiring directors shall be eligible for re-election. Directors shall be elected to two-year terms, with one-half
of the directors elected each year.
If a director resigns his/her office or ceases to be a member in the Society, his/her office as director shall be
vacated and the vacancy may be filled for the unexpired portion of the term of the board of directors from among the members
of the Society.
- The members may, by special resolution, remove any director and appoint another person to complete the term of
office. The Society shall also require directors to attend directors' meetings on a regular basis. Any director who misses
three (3) meetings in a row, without probably cause, may be removed and replaced as above.
- The management of the Society is the responsibility of the directors. In particular, the directors may engage a
General Manager, and determine his/her duties, responsibilities and remuneration.
- The directors may appoint an executive committee and other committees as they see fit.
- Directors who have, or could reasonable be seen to have, a conflict of interest have a duty to declare this
interest. The declaration should be made to the members (a) upon nomination, and (b) if serving as a director, when the
possibility of a conflict is realized.
- A conflict of interest does not prevent a member from serving as a director provided that he/she withdraws from
the decision making on matters pertaining to that interest. The withdrawal should be recorded in the minutes.
The members of the Society shall elect the officers at the Annual General Meeting.
Directors' Meetings
- The board of directors shall meet no less than 6 times each year.
- For all other board meetings, notice is required and must:
a) Specify the date, place and time of the meeting.
b) Be given to the directors seven (7) days prior to the meeting
c) Be given to the directors by newsletters, radio, public bulletin boards, e-mail, telephone, fax and/or other
electronic means,
d) The non-receipt of notice by any director shall not invalidate the proceedings.
e) Notice can be waived for board meetings with the unanimous approval of the Board.
- Quorum shall consist of 5 of the directors. No business shall be conducted at any meeting of the board of
directors unless a quorum is present to open the meeting and upon request, before any vote.
- The President or, in his/her absence, the Vice-President or, in the absence of both of them, any director
elected shall preside as Chair of the Board. The Chair shall not vote unless there is an equality of votes.
At directors' meetings, where there is an equality of votes the Chair shall cast the deciding vote.
Officers
- The members of the Society shall elect the officers at the Annual General Meeting and shall elect a President, a
Vice-President, a Treasurer and a Corporate Secretary. The offices of Treasurer and Corporate Secretary may be combined.
- The President shall be responsible for the effectiveness of the board and shall perform other duties as assigned
by the members or the directors.
- The Vice-President shall perform the duties of the Chair during the absence, illness or incapacity of the
President, or when the Chair may request him/her to do so.
- The Corporate Secretary shall:
a) Have responsibility for the preparation and custody of all books and records including:
- The minutes of members' meetings
- The minutes of directors' meetings
- The register of members
- Filing the annual requirements with the office of the Registrar, and
b) file with the Registrar:
- within fourteen (14) days of their election or appointment, a list of directors with their addresses,
occupations, and dates of appointment or election
- a copy of every special resolution within fourteen (14) days after the resolution is passed, and
c) Have responsibility as the Recording Secretary and take minutes of all board and members' meetings, and
d) Have other duties as assigned by the board.
- The Treasurer shall have responsibility for the custody of all financial books and records of the Society, and
carry out all other duties as assigned by the board. The Society shall require the Treasurer to provide a written financial
report at each director's meeting.
Contracts, deeds, bills of exchange and other instruments and documents may be executed on behalf of the Society by the
President or the Vice-President and the Corporate Secretary, or otherwise as prescribed by resolution of the Board of
Directors.
Finance
- The fiscal year end of the Society shall be the last day in March.
- The directors shall annually present to the members a written report on the financial position of the Society.
The report shall be in the form of:
a)
A balance sheet showing its assets, liabilities and equity, and
b)
A statement of its income and expenditure in the preceding fiscal year
- A copy of the financial report shall be signed by the auditor or by two directors.
- A signed copy of the financial report shall be filed with the Registrar within fourteen (14) days after each
annual meeting.
- An auditor of the Society may be appointed by the members at the annual general meeting and, if the members fail
to appoint an auditor, the directors may do so.
- The Society may only borrow money as approved by a special resolution of the members.
- The members may inspect the annual financial statements and minutes of membership and directors meetings at the
registered office of the Society with one week's notice. All other books and records of the Society may be inspected by any
member at any reasonable time within two days prior to the annual general meeting at the registered office of the Society.
- Directors and officers shall serve without remuneration and shall not receive any profit from their positions.
However, a director or officer may be paid reasonable expenses incurred in the performance of his/her duties.
The Society shall not make loans, guarantee loans or advance funds to any director
The following "Grandfather" policy was reviewed and approved at the Annual General Meeting on April 16, 2011:
Grandfather Policy
Purpose: To allow family relatives (children, grandchildren, parents, etc.) of existing L.W.F. members that have left the immediate LWF ratepayer area, to purchase a season pass to use the WJCC facility and programs. (For example, those children, now adults, who enjoyed the LWF growing up and wish to return to provide their children with the benefits of the beach day-camp program).
Policy: Children/Grandchildren of current L.W.F. members who have moved outside of the ratepayers area may purchase a seasonal (July 1 - August 31) facility/program pass. Pass would allow the holder to use the facility, beach and programs for the season of purchase. Pass is only for the facility/beach/program use and does not allow the pass holder to vote or hold office on the L.W.F. Ratepayers Association. The purchase of a seasonal pass does not constitute membership in the L.W.F. Ratepayers Association.
The Seasonal Pass may be purchased only from the WJCC Supervisor by providing the following documentation:
- Nova Scotia Power Bill which shows the address of the L.W.F. member
- Letter from the L.W.F. member requesting a season pass, providing relationship of individual (s) requiring pass to the L.W.F. member
- $80 fee, payable by Cheque or Debit (cash is not accepted at the WJCC), Cheque may be payable to the Windsor Junction Community Centre.
The Seasonal Pass may only be purchased from the WJCC Supervisor Monday through Friday 9AM – 4PM.
Every L.W.F. member and Season Pass holder must abide by the rules of the WJCC which are made to ensure the safety and enjoyment of those using the facility. Users of the facility will be asked to leave the premises if they abuse the facility, staff or other patrons. A Season Pass may be revoked and no refund will be granted.
NOTE: Current members of the LWF Volunteer Fire Department are eligible to receive a complimentary season pass regardless of where they reside.
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